Now more than ever businesses are relying on technical solutions for so many aspects of their operations. It’s sometimes hard to think how we managed without them. Not only is it freeing up resources it can also relieve the workload on staff and improve the quality of work. Here are just some of the ways technical solutions have helped us do better business.
Jatheon Email Archiving Blog
There are many invisible threats that exist in business, such as system failures. Similarly there are many invisible forms of protection you may employ in business that you can see – like purchasing insurance, but just because you can’t see them doesn’t mean they aren’t actively working to protect your business.
The term ‘email archive solution’ sounds really technical. In some ways it is. But it can also be broken down into something very simple. An email archive solution is just a safe place to keep an email until you need it. Of course, businesses have thousands of emails and huge archives but the principal is the same.
Email quotas are common in business. They’re used to manage the amount of data each individual uses for their email and to control email archive requirements. Anyone who has worked for a large organization will be aware of them and will know the pain of skimming your inbox looking for things to delete. Problems can arise with these quotas, because you do rely on staff to retain the right email and dump the waste.
Email isn’t a technology people automatically associate with innovation. It’s a technology we’ve all become very familiar with. We all know how to use it, when we do we all know what to expect. We don’t expect any surprises from email. But we got one this week. In the aftermath of Superstorm Sandy, with many New Jersey residents unable to get to polling booths, people were allowed to vote via email in the US presidential election.
Sometimes when you show someone a piece of technology they’ve never seen before, it can make you feel like a magician. You see that same mix of surprise and delight that you imagine a magician gets when his assistant’s legs start to move in a box 10 feet from her torso. It’s a nice feeling and the reason a lot of us rush out to buy the latest smartphone or gadget. But consumer products aren’t the only technologies that can do magic tricks.
When people talk about archiving email, they often use fairly discreet language. They say things like ‘compliance’ and ‘eDiscovery’. They point out that archiving email helps with lawsuits and makes email retention simpler. These phrases are helpful in identifying the benefits of archiving email, but they don’t quite cover the stark realities involved.
These days, the most important business conversations take place through email or online. Which means that email is often used as evidence in corporate lawsuits. In some situations, whole court cases turn on a single email. If you don’t have an email archive system, winning that case becomes a difficult proposition.
Delete is a scary option. There aren’t many times you’ll swallow hard before clicking ‘ok’, but delete tends to draw that reaction. It may be a generational thing, but most of us are very suspicious of deleting. We’ll create copy upon copy of a document, just to make sure we don’t lose data. Because we know the potential consequences of clicking delete, or even just accidentally clicking ‘Do not save’.
This fear usually comes from the lazier part of out minds, we’re not really afraid of the delete. We’re afraid of repeating the work. The real fear comes in when you think about deleting and compliance.