5 Ways to Better Handle Email Data

By 2020, there will be an expected three billion worldwide email users who send and receive more than 257 billion emails per day. Whether internal or external, emails are an essential communication tool for any business.

There are many strategies you can use to check, read and organize your personal inbox, but what about email management on the backend? The chances are high that your data retention and archiving system is reaching its limit, and will only become overloaded as you continue to grow. In fact, the demand for managed storage high-performance disk space for email is increasing up to 30 percent annually.

Clearly, traditional archive systems are not enough. So how can you better manage email data within your organization?

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1) Be Informed: Identify the emails you need to keep indefinitely, which you don’t, and which you might need in the future. With this knowledge, you’ll be armed with the information necessary to clearly define the roles that your backup and archiving systems need to play regarding email storage. When you know your information’s value, you can classify and store it in its proper place.

2) Be Efficient: Email is fast and keeping up with it can be difficult. Automated rules are applied when an email comes in to quickly classify it. And with tagging and proper unified archiving, you can easily go back in time and find the information you need. Plus, an effective email communication data search is essential if an audit or court requires some extra digging.

3) Be Consistent: Good communication is an essential component of any business, but it’s even more crucial when dealing with emails across the entire organization. You need to implement and enforce an email retention policy that is clear and concise to create consistency and eliminate risk.

4) Be Flexible: When your business grows, you’ll need to upscale your data management system. Don’t let rising email infrastructure costs hurt your bottom line. As email traffic grows, ensure desk mail quote management and restoration efforts are keeping up.

5) Be Innovative: Develop a new mindset around email and data management. The possibilities are endless when it comes to solutions, and it’s important to stay ahead of the curve. Just because you’ve always done something one way doesn’t mean you can’t try alternatives.

Emails and attachments are typically stored in a long-term archiving system, but that can be an incredibly inefficient use of space. You need a single-instancing function that automatically eliminates archiving duplications and drastically reduces storage requirements. In fact, the DocuLynx solution has been proven to drop mail server volume by an average of 70 percent.

The best part about our DocuMail solution? Your interface will stay the same. The software inserts itself seamlessly and intuitively into the email environment, which means nothing will seem to change for the user. We will also ensure you satisfy federal, industry, and local compliance guidelines and legal requirements—along with the ones you set internally.

When you’re ready to build a secure and long-term archiving infrastructure, of enterprise-wide email communications, to search and retrieve data efficiently let us know. DocuLynx not only helps you manage your email data but can tackle your company’s entire information lifecycle.