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Email Mastery Series: How an Email Archival Solution can improve an Organisation's Productivity
The document discusses the importance of email archival solutions in improving organizational productivity by preserving critical business knowledge contained in emails. Traditional archival methods face significant drawbacks, such as limited storage, lack of accessibility, and inefficiency in data retrieval, which can hinder business performance. In contrast, a cloud-based email archiving system automates data capture, enhances discovery capabilities, and ensures data security, ultimately leading to better productivity and compliance support.
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Similar to Email Mastery Series: How an Email Archival Solution can improve an Organisation's Productivity
Email Mastery Series: How an Email Archival Solution can improve an Organisation's Productivity
- 1. How an emailarchival solution can improve an organization's productivity SEPT 19 2018 3:00PM – 3:30PM IST LIVE WEBINAR Mr. SUNIL UTTAM Co-founder & Principal Solution Architect Mithi Software Technologies
- 2. Much (70% plus)of business critical knowledge is contained in email and attachments.
- 3. Email has becomea default notification mechanism for a lot of digital systems. Every thing from IOT systems to E-commerce portals generate an email As business has become more digital, organizations need to preserve it so that when individual employees come and go, their email records continue to be available.
- 4. THE STATE OFEMAIL ARCHIVAL THAT WAS (& in many cases still is)
- 5. Traditionally, archiving has beenabout storing data, safely, over the long term
- 6. Traditionally, archiving has beenabout storing data, safely, over the long term with the intention of being ready to cater to post mortem incident investigations or forensic analysis.
- 7. However, packing offdata, typically splinters it across storage volumes & mediums & renders it pretty much unusable when required "on demand"
- 8. Backing up dataonto USB drives every week Journaling email of multiple users into a single archive mailbox Archiving data to local PCs Taking periodic server/backend backups THESE ARE SOME TRADITIONAL METHODS TO STORE HISTORICAL DATA
- 9. These methods giverise to a number of drawbacks which can put organizations at a greater risk of data loss
- 10. But what arethe drawbacks of the traditional methods of archival? Let's have a look
- 11. MIXED MAIL The mailsof all the users are collected into one location, making it difficult to sieve through the mail, in case you need to recover the mail of a specific user or a few users. 1
- 12. LIMITED STORAGE With abackup on premise or in a many to one system, you get restricted with the amount of storage available. As your users grow, you will have to either buy additional storage or find a way to manage the growing store. 2
- 13. NO SELF HELP Withthe mails of all the users in one platform, individual users cannot access these backups, as this could cause privacy issues, thereby reducing the productivity of both individual users and the IT team 3
- 14. NO DEEP SEARCHES Thesemethods of storage do not allow for any deep indexing, making it extremely difficult to perform eDiscovery searches for understanding patterns or discovering knowledge of a certain type. 4
- 15. NO COMPLETENESS GUARANTEE Dueto the periodic nature of the "Capture" function, it is likely that the changes between two backups will be lost. 5
- 16. NOT TAMPER PROOF,THEREFORE NOT IMMUTABLE The backups are stored on devices, which can be easily tampered with by the custodian, rendering the data "not immutable" 6
- 17. Thus, maintaining andaccessing historical archives (Capture, Storage & Access), is a human effort intensive activity & is prone to take very long.
- 18. Business performance & productivitytakes a hit when institutional knowledge is dispersed, inaccessible or lost.
- 19. The Present &Future Of Email Archival Platforms
- 20. • maintains knowledgeonline & search ready • reduces risk • helps employees become more productive. Lets see how… A centralized approach using a cloud-based email archiving system,
- 21. COMPLETENESS OF ARCHIVE In-linearchiving means that incoming and outgoing messages are captured automatically, before delivery to the user. This process ensures that every email is captured, stored, without any human intervention, meaning that you never have to worry about losing mail. Post delivery, any action by the users on their mailbox has no impact on the archive.
- 22. END USERS GETRID OF NON-PRODUCTIVE ROUTINES. Automated Archival reduces the need of user intervention in the capture & store process. Thus, users - are no more compelled to delete emails, keep local archive of emails on their own PCs, deal with bloated inboxes, or sort/filter historical emails into subfolders.
- 23. Archival enables ahierarchical storage architecture, with a smaller primary mailbox based on retention End users experience a faster client performance in sync and search and a faster mail server performance due to reduced storage consumption. Moving historical email off the corporate network reduces the need for extra storage, extra backup capacity and extra management. Cloud archiving platforms like Vaultastic, offer "infinite" contiguous storage at a fraction of the cost of in house archiving AUTOMATE DATA MANAGEMENT & REDUCE STORAGE REQUIREMENTS
- 24. IMPROVED BACKUP PERFORMANCE Witharchiving the load on the primary mailboxes can be reduced with no risk Keeping the storage consumption less on the email server, makes it easier to backup and also reduces the network backup time.
- 25. NO LOCAL STORAGEOF EMAIL REDUCES SECURITY RISKS Data security is a prime concern for businesses Traditionally users are trained to offload extra or older data into local folders and back them up using USB or external drives, which puts the data at great risk. Stolen, corrupt, infected laptops are common place. With a central cloud email archiving system, you can freely implement an automated retention policy on local mailboxes with no action required by users, thus reducing impact of these weak links
- 26. INSTANT DISCOVERY OFKNOWLEDGE, NO MATTER HOW OLD OR WIDE Compliance officers and Managers spend a lot of time looking for information Archiving solutions are engineered for more efficient search and retrieval. Since all data is in one place, its easier and more efficient for authorized users to search across mail of all users. There is no need for unproductive manual searches of multiple PST files, old archives of ex-employees, and other splintered data pieces.
- 27. END USERS AUTHORISEDTO SEARCH DEEP Workers spend a lot of time looking for information Archiving solutions which enable end users with a self service portal to discover and recover mail without intervention by IT Team, can bump up organization productivity, many fold.
- 28. FAST RESPONSE TOLITIGATION SUPPORT Litigation support is gaining prominence in organizations as they go global A central email archive with a strong ediscovery and recovery tool can help find and extract the required information, quickly and efficiently, providing timely and complete support to litigation.
- 29. COLLABORATE ON SEARCHRESULTS Knowledge or breach discovery needs to be quickly shared with stakeholders for comment, action An integration with a collaboration tool like Ideolve can help share information quickly. Information once searched can be uploaded to Ideolve where they can be tagged to mark, group, organize them for future use.
- 30. RICH DISCOVERY TOOLSTO DIG DEEPER ITERATIVELY Ediscovery with stored & combinational queries, make it easy to track/watch information and patterns The email archive is the Corporate intelligence and is central to the organization's institutional knowledge. This knowledge continues to grow despite people coming or going and is an invaluable way to retain and build the brain of the organization.
- 31. REUSABLE SEARCH QUERIES Keepa tab on critical pieces of information or help maintain oversight on the business communications. Use them like “tags” to the data that allows you to pull out certain kinds of information with a single command. Refine a query until it is precise and save it for repeated use Capture specific use cases by industry, department or business process in the search queries.
- 32. CONCLUSION Thus, email archivalis not just about backup or compliance. The productivity and performance gains realized through a cloud archiving solution are compelling, providing a definite positive impact on the bottom line, and also enabling the organization to redeploy their existing human resource on core business initiatives.
- 33. ABOUT VAULTASTIC Rapid Adoptionof the cloud based services • Vaultastic storage grows at 3GB/sec. • Mithi cloud transacts 2 million +mails daily • Currently managing over 25TB of archived email. ( All these emails are indexed, online & search ready. ) • Receive index & store about 400,000 mails a day
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- 35. RECENT AWARDS &RECOGNITIONS CORE PARTNERSHIPS
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- 37. UNLIMITED Q &A Alright, Lets talk until you run out of questions...SHOOT !
- 38. for attending thiswebinar Drop in your queries at [email protected] For more info contact www.vaultastic.com