Email Backup

Written by Gregg Ruais
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A company that employs over 50 thousand people can produce as many as one billion emails per year. If that business happens to be in the financial services sector, every one of those emails must be retained for compliance purposes. Of course, the vast majority of those emails will never mean anything to the company's long-term strategy. However, they must remain accessible and unchangeable for several years. After a given period of time, those records can finally be expunged.

Storing emails occupies a tremendous amount of memory. Many companies have array systems to store data in tiers. Regardless of how compact these files become, the cost of memory adds up. The last thing these companies need is unnecessary email occupying the space they need for legal reasons. An enforceable corporate email policy can save companies a tremendous amount of money on hardware and maintenance.

Monitoring Software Reduces Email Storage Costs

At some companies, more than half the emails their employees send have nothing to do with work. By eliminating--or nearly eliminating--the use of company email for personal use, large businesses might reduce the number of emails it must store by half a million per year, which saves a ton of money in the long run. When you take into consideration the fact that private emails often contain image, movie, and sound files that occupy a lot of storage space, the reduction in needed hardware might save millions.

Thus, email-monitoring systems not only improve worker productivity but also save money on hardware and data management. People are much less likely to use company email accounts to send SPAM or share file attachments with friends when some of their coworkers have already been reprimanded for abusing email on the job. The formula for cost savings is quite simple. Fewer emails equates to less storage.

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