Once it might have been regarded as a fad, but now there’s no doubt that email makes the world spin round. Without it, we’d all be lost, and the knock-on effect of this is that we now require top email archiving tools to make our systems more manageable.
However, as they are not completely mainstream yet, it would be fair to say that there are a few misconceptions doing the rounds about these tools. This is the reason behind today’s post, as we take a look at some of the top myths associated with email archiving to set the record straight for good.
Users will lose emails from their mailbox
Let’s start with probably the biggest misconception of all. It’s generally thought that as soon as an email archiving system is implemented, a user will immediately lose emails from their inbox. Well, this isn’t the case.
To highlight the point, let’s take a look at how these tools work. They are able to capture, encrypt and add a timestamp to every single email that processes through the server. All of these emails are fully indexed. All of the above means that while the emails won’t strictly be stored in the same way that we are used to, they can still be browsed. Some of the more advanced solutions will also index attachment text, meaning that there is virtually no difference to the end user (apart from the fact that the whole system is a lot faster to run).
Your folder structure will be impacted
As we alluded to at the start of the article, emails have changed the way we work. The sheer volume of them means that most of us have complex folder systems set up, and under no circumstances do we want them tampered with thanks to an archiving system.
Fortunately, the vast majority of systems don’t impact this in the slightest. The same folder structure is kept, meaning that you can browse through emails in exactly the same way you would under normal circumstances.
Email archiving is too expensive
This is a myth that tends to dominate most industries. We’re not going to talk about the hard and fast costs of the systems themselves; there are so many out there that it’s impossible to pinpoint a number.
However, what we can talk about is the costs in not implementing a system. When it comes to time, the time taken to browse through tens of thousands of emails is sure to rack up over time. Not only this, but from a resource perspective, you are going to need something of a supercomputer if you want to keep your emails in their original format on your machine indefinitely.
However, perhaps the biggest “potential” savings come from a legal perspective. Because of the reasons outlined in the previous paragraph, many organizations opt to delete emails. This means that if any legal issues arrive, there is nothing to fall back on. Clearly, in these situations, the cost implications could be immense.