5 Reasons Why Businesses Need A Business Email Archive

It's an accepted fact that the advent of email has changed the communication processes for businesses internally and externally. Letters and hard-copy legal business documents have been replaced by email. Businesses have come to rely on it so much that an effective email archiving system is an unquestionable necessity. There are 5 main reasons why…

It's an accepted fact that the advent of email has changed the communication processes for businesses internally and externally. Letters and hard-copy legal business documents have been replaced by email. Businesses have come to rely on it so much that an effective email archiving system is an unquestionable necessity.

There are 5 main reasons why businesses need to archive emails in this day and age:

# 1 Compliance with the law

Compliance regulations that any business activity should be recorded (that includes employee and client records, communications between organizations and financial documents). Since most of these are stored in email, you need to ensure that it ticks the three boxes of:

1) Data performance
2) Data security
3) Auditability

You need not worry about SPAM or personal email since they do not relate to business activity. However, personal emails can be requested if they are relevant to an investigation.

There are about 10,000 compliance regulations around the world, and courts take them seriously. Failure to produce requested email records can come with harsh penalies. Just look at Morgan Stanley's 2005 case where they were fined $ 1.57 billion!

# 2 Protection from legal liability

When something like the above happens (you can not produce old emails that have been requested for legal discovery in law suits), you'll be charged with “spoliation” (aka destroying evidence). Australian company directors are personally liable in this case, and the company can also incur large fines.

To be safe, a company has to keep their data for as long as possible because there's no specific time limit – you've got to produce the information no matter how old it my be. It's more expensive to find the information for organizations that have yet to implement an email archiving system … sometimes, it costs more than the damages being thought in the law suit!

# 3 To manage storage better

Typically, each user has their own storage quota, and are limited in the amount of data they can have in their mailbox. The problem with this is that users end up deleting email when they've maxed out their quota, because they can not receive new email until they free up some space.

Businesses can save disk space with an email archiving system, because it gets rid of.PST files that take up so much physical storage space.

Any good email archiving system will allow for:

1) auto-archival of emails
2) compression of emails
3) centralization of emails

If the solution offers unlimited storage then you've hit the jackpot – you never have to worry about disk space, ever.

# 4 To manage knowledge better

So it's obvious how email contains intellectual property of an organization. It's actually pretty vital to most businesses. In fact, a study by Osterman Research (Messaging archiving market trends, 2005-2008) found that 75% of a company's intellectual property is contained in email and messaging systems. An email archiving system lets you go back to that knowledge if you need to for any reason.

# 5 To bring down IT costs

You can free up your IT resources by choosing the right email archiving system (but it depends on what solution you choose). You have 2 options:

– On promises hosting, where you create an internal system with information stored behind a corporate firewall, and your staff handle it internally. This is really pricey.

– Outsource this to someone else. This is the more affordable solution (and even more so when you combine it with cloud computing technology)

How To Compare Remote Backup Services

You know that your computer files have to be backed up. It is really the only way to keep all your important documents and pictures safe. When it comes to your business, having reliable business data backup is essential. In order to make sure that the backup is done correctly and at regular intervals, it's…

You know that your computer files have to be backed up. It is really the only way to keep all your important documents and pictures safe. When it comes to your business, having reliable business data backup is essential. In order to make sure that the backup is done correctly and at regular intervals, it's a good idea to sign up with one of the many backup services that are available to you. These services store files on a remote server in encrypted form to ensure safety. Having the files tucked away far from your computer means that even if your laptop or pc is somehow damaged files can be restored to a new computer. There are a number of backup services out there. In fact, you have probably seen a few of them advertised. A quick search of the Internet will show that there are hundreds of possible thousands of companies competing to provide your data backup service.

Of course, you will quickly find that not all of these companies are of equal quality. Finding the company that is best for you is going to take a little effort. It is going to mean taking the time to do some comparison shopping. Do not worry, it will not take long, and your comparison will be based on just a few important factors.

Factor # 1 – The Precise Location where Your Information is Stored

A primary concern should be the question of where your information is to be stored. You should be aware that most services will farm your data out to other storage locations. It is worthwhile to ask about the storage site as well as security precautions in place during transfer of your information. A reputable company will have answers to your questions readily available.

Factor # 2 – The Amount of Data that Can Be Stored

Most home computers can be neatly backed up via any of the free backup services offered online. However, for the average business computer, storage size requires an unlimited amount of space and then a specialized server. Without such an unlimited space for your data, you will be regularly worried about going over the limit and having to pay higher storage fees.

Factor # 3 – Price versus Advantage

Although there are a number of companies that offer services free of charge, it may actually be a better idea to pay for your backup and data storage service. That certainly sounds strange, but there are good reasons for it. Besides the advantage of having unlimited storage mentioned previously, the backup services which charge a fee usually make it easier for you to retrieve your data. A little less frustration in your life is worth the money, is not it?

So you need to backup your business data. The sooner the better. Now the only question is which of the numerous services will be the best backup solution for you. Three factors in answering that question are the precise location where your information is stored, the amount of data that can be stored, and price versus advantage. Once these features have been compared and ranked, the decision should be easy.

Data Disaster Recovery Solutions That Will Save Your Business

Organizations around the country have learned to take the time to come up with detailed data disaster recovery solutions in order to keep their internal data safe from being lost or stolen. This article will explain some of the most effective data recovery solutions to keep your business from suffering a devastating loss. Data Disaster…

Organizations around the country have learned to take the time to come up with detailed data disaster recovery solutions in order to keep their internal data safe from being lost or stolen. This article will explain some of the most effective data recovery solutions to keep your business from suffering a devastating loss. Data Disaster happens when a business software or storage loses all or vital information due to computer failure, user error, or many times a natural disaster can cause significant damage especially when it directly contacts your server.

A few solutions to make sure these situations are avoided starts with having backups for all your existing files created and saved in more than one place. Choosing to utilize offsite backup to transmit and safely secure important data is a way to stave off future complications. Online data backup is a way to restore information quick and easy with the guaranteed security that a new business is looking for. When searching for backups for your business there are a few key components to pay close attention too. With an offsite solution you will have the luxury during a fire or natural disaster to still be able to recover any loss of data if your office is destroyed or damaged.

One feature with an offsite disaster solution is that replication of your data will not need any restoration. Restoration can be time consuming so eliminating this will benefit your company as you attempt to get business back to normal. Outsourcing with a specialized data backup company can be very smart for new businesses who want to be more confident in their data security. Losing data can cause significant damage to a companies financially as well as productivity. This all depends on how long you are down after a disaster occurs. With the correct solution you should have no problems getting your business back up and running in no time.

It is essential that you have backup when coming up with a disaster recovery solution because without your going to shell out a lot of money to restore lost files. For a small business this can become extremely expensive and in many cases sending you down the road to bankruptcy. Having security on your data is vital especially as the use of computers grow and the demand businesses ask our technology to accommodateate too. As business expands exploring methods to get rid of data loss will heighten as well. Choosing offsite or onsite backup means you are going in the right direction in securing your business. Over time using both solutions as a way to keep your company safe will be money well spent. Having key records saved to an offsite backup server as well as the countless onsite options is the best way to keep things under your control. There is never any time to take chances on vital information in business. Taking care of your data will lead to greater productivity and potential more money gained.

How Secure Offsite Backup Is One Part of a Complete Backup Solution

Business owners over the last decade have started to understand the importance of a securing data. It has become one of the most important aspects of growing a business. Making absolute sure that your business secures any and all data can really generate positive feedback from your customer base. Having a complete secure backup solution…

Business owners over the last decade have started to understand the importance of a securing data. It has become one of the most important aspects of growing a business. Making absolute sure that your business secures any and all data can really generate positive feedback from your customer base. Having a complete secure backup solution plan properly placed is a great way to enhance your business. Choosing the type of backup that will be suitable for your company is an important part in constructing a plan for data security. Business data backup is the saving and storing of important files used for most of the essential purposes of the business such as financial records, customer information, employee information and much more. This information needs to be saved in a secure system to ensure there is no chance of data loss in any circumstance.

Secure offsite backup is a great way to protect your data from the normal day to day issues that can occur in your office. There are many advantages to having offsite backup. One advantage is that there is no need for user intervention. This allows business owners to continue with other work without worrying about if their data is being securely saved daily. Also the backup process is automatic while simultaneously maintaining a list of versions for your files. Those same files are also safeguarded during transmission with secure encryptions that are created to keep all data out of reach of cyber criminals. Although it helps to have offsite backup it should not be the end of your security.

Utilizing the onsite data backup options to keep your data close by is a great way to maintain a quick response if anything does happen to your data. The reason why business owners do not stop with offsite backup is because in some cases they can hinder your business. If you are in a situation where you need files immediately an offsite software may experience slow restoration without the right amount of available internet. This could cause problems if you are trying to get things running as quick as you possibly can. Also an issue that offsite backup may have is the loss of an encryption password. Losing or forgetting a password to an encryption will absolutely make it impossible to retrieve your data through an offsite program. So when deciding to use an offsite backup be clear on exactly what you are intending on saving and where you intend to save that information.

A backup program that will benefit your company is what matters. If you do not have the funds to purchase an offsite software the onsite options will suffice until the time is right to invest in a more secure storage option. If you plan on growing your business to higher levels later this day will come. The proper program can be what pushes your business to that level. Securing your data will benefit your companies productivity and build its reputation as a company that cares about the information they receive from their customer base. That is a compliment that good businesses deserve and should be aiming for.

Information and Data Protection – Confidentiality

Confidentiality ensures that information and data are shared, viewed and processed only by or among authorized persons. As it is with all human endeavors, breeches do occur regularly well meaning efforts, time, or other resources expired. Such breaches come about as a result of disclosures by words of mouth, for example when a person is…

Confidentiality ensures that information and data are shared, viewed and processed only by or among authorized persons. As it is with all human endeavors, breeches do occur regularly well meaning efforts, time, or other resources expired. Such breaches come about as a result of disclosures by words of mouth, for example when a person is socially engineered to squeal on his organization. When that happens, an organization stands to lose so much of its mission critical information like trade secrets, formulas, etc. Breaches also occur through the use of printers and copiers, e-mailing etc. Not to be discountenanced is the fact that organizations could fall victim to industrial espionage when hackers succeeded in circumventing their information system assets.

However, its note worthy that confidentiality of information and data can be assured to a reasonable extend when organizations are willing and excited about getting it right. Such proactive initiatives should include attracting and retaining the right manpower with the knowledge, skill and attitude required to see the job well done.

Other controls include:

1. Encryption of data and information in all stages of their life cycle. This method involves a conversion of readable text to cipher text to prevent unauthorized disclosure.

2. Passwords: these days the emphasis is in favor of passphrase. Whether an organization decides to stick to password or not, the watchwords should have their secrecy, security and safe keeping.

3. Use of biometric technologies really do go a long way in assuring the confidentiality of information and data, they are based on the known fact that humans have different physical attributes that uniquely identifies one so separating one from another. Therefore a retina scan, iris, fingerprint, voice recognition, data capture techniques, when implemented, will help assure the confidentiality of information and data.

4. Access control mechanisms which may come in form of a chosen system of systems configuration option do a lot in this regard. Mention must be made of the fact that access to data and information must be made based on some rules. Notably such such are the need-to-know rule and least privilege. This presupposes that the information and information assets to be protected must be classified. How organizations choose to go about it is absolutely at their discretion. A generic classification method includes a simple high, medium and low. when information are classified, systems must be hardened to ensure that a certain employee has the need-to-know of a particular information before he is granted access. It will also insure that employees have access to only the information and data needed to do just their job- least privilege.

How Onsite Data Backup Is Just As Important As Offsite Data Backup

Data backup allows for immediate access to your saved files. Small businesses rely heavily on their saved consumer and prospective records. Finding a way to keep those records safe from potential dangers such as theft, power outages, or more common computer failures that erase in depth information very quickly is key to long term success…

Data backup allows for immediate access to your saved files. Small businesses rely heavily on their saved consumer and prospective records. Finding a way to keep those records safe from potential dangers such as theft, power outages, or more common computer failures that erase in depth information very quickly is key to long term success in business. There are 2 distinct ways that businesses secure data. These data backup solutions have advantages and disadvantages but extremely serve the same purposes. Offsite data backup is more commonly used to help small business owners stay away from losing data due to issues in the office such as natural disasters that may cause immediate data loss.

Offsite backup uses an outside server to save and store files for businesses. This is a very safe way to rid your company of those fore mentioned problems that may occur. Although, onsite data backup is a viable method of keeping and retrieving data as well. Onsite backup is the use of storage that is on the business facility such as hard drives, CD ROM, disk and even magnetic tapes. These methods can be very helpful in saving data and retrieval data on demand. The use of online data backup has become extremely popular over the last decade due to its accessibility. The ability to reach files with a simple internet connection allows a business to not only have more storage space but to stave off complications later.

Offsite backup solutions provide a great option but are not perfect at all. With offsite servers business will not have the immediate access to saved files that they would with onsite backup. In some cases those servers will actually shut down for maintenance purposes causing you to wait the allotted time to retrieve or even see your saved file. You will usually be informed of the time that these maintenance breaks will occur but anything can happen in business so it is still a risk. Having the option to upload and retrieve files as you need them is exactly why it is just as important to have onsite backup as it is to have offsite backup. Also for a small business looking to save money onsite options will be less expensive to maintain over the long term. Another clear-cut difference and advantage to onsite backup is that you will not need internet access to gain access to your saved files. In most cases you can simply pop in your drive or CD ROM and see everything you have been working on in a click of a button.

As your business grows finding ways to eliminate data loss will become more vital. With either offsite or onsite backup you are taking the right step in securing your business and its future. In most cases utilizing both (if the option is available) can be beneficial. Having your important records saved to an offsite backup server as well as the countless onsite options will be a way to “beef” up the security surrounding your invested information. There is never any time to take chances on vital information in business.

Can Your Business Survive If You Lose Your Data?

Business owners never think about computer crashes, fires, tornados, winter storms or other acts of GOD that can wipe out their business in a blink. It takes years and a lot of sweat to build a successful business and with today's technology, keeping your files in a computer is necessary. In the 1960's there were…

Business owners never think about computer crashes, fires, tornados, winter storms or other acts of GOD that can wipe out their business in a blink. It takes years and a lot of sweat to build a successful business and with today's technology, keeping your files in a computer is necessary.

In the 1960's there were no PCs, so a business had to rely on employees to keep track of inventory, prepare bill of ladens and all the tasks required to run a business proficiently. Everything was done manually costing the owner thousands to handle these tasks.

Then the PC was born, a dream come true for businesses to store their information on, cutting down workers and saving hours of manual labor with the click of a mouse. The problem is the data is not safe without the proper back-up system, causing risk to the business should the data get lost or disappear.

The owner thinks the data is safe as long as it's in the computer, but should a disaster happen, all the data is gone. There are online back-up systems, but they're not secure and hackers can get into your files.

They use an online back system putting your files on unreliable vulnerable tapes that can be accessed by anyone. With the cloud, every file is encrypted making it impossible for the best hacker to break into. The only person who can access them is you with your username and password.

If Google goes through the cloud to back-up all their servers, Windows and Mac computers, then so you. So many business owners have felt like pulling their hair out when a disaster happened causing them to lose all their data.

Their life's work went up in smoke all because they did not have a secure back-up system installed on their computers. Once the files are gone, there's no turning back to retrieve them. With a cloud backup system, your files are stored in an off-site server and you can access them anytime or anywhere you want.

By protecting your data now, will save you the worry of trying to start over if you were to lose it all tomorrow. Many businesses had to do just that and some just closed up shop. The ones that have been around for years, had to work out a solution to keep their business alive. Can your business survive if you lose your data tomorrow?

How to Keep Your Files Safe If Your Computer Crashes

Most people who store precious memories and valuable documents on their Windows and Mac computers do not think about keeping their files safe if their computer crashes. Millions crash everyday and people wonder why they've lost all their files. A friend of mine has owned a lawn care company for twenty years and has built…

Most people who store precious memories and valuable documents on their Windows and Mac computers do not think about keeping their files safe if their computer crashes. Millions crash everyday and people wonder why they've lost all their files.

A friend of mine has owned a lawn care company for twenty years and has built up a big business. One night his building fire fire and everything was destroyed. He was able to replace all the equipment, but the computers were fried so he lost all his data.

He thought the backup system he had installed on his computers were safe, but it was unreliable costing him his business. Had he used the cloud secure backup system transfering his files to an external server, he would not have lost everything.

His wife still lived back in the 1960's, so she kept hard copies on everything. She said computers could not be trusted. That was the only thing that saved him. If she would not have kept those hard copies, their business would be gone.

People do not normally keep paper files in the computer age and they should not have too, that's the whole idea of ​​storing your information on your hard-drive. In the end he installed a cloud secure backup system on all his Windows and Mac computers and servers.

Now he has no worries if a disaster were to happen. This is why it's important to keep your files safe if your computer crashes. Older people keep their lives on their computer such as photos they've taken through the years, financial information, important papers about their living Will and the deed to their house.

Many have been known to lose all this in a minute from a computer crash. There was an older gentleman who lost his wife and everything he owned was stored on his computer. All his pictures, important papers, title to the cars, deed to his house, insurance policies and everything else.

He never thought about backing up all his files for protection, but one day his computer crashed and everything was gone. He did not have any hard copies of his data because he got rid of the papers when he put them in the computer.

Everyone needs a good reliable backup system that keeps your files safe, one that encrypts each file so an outside force can not access them but you. One that transfers your files to an external server unlike the ones that backs up your files on unreliable tapes.

You need one that can shuttle tons of files to their external server where you can access them anytime where ever you are one at a time or in bulk. Keep your files safe in the event of a disaster and you'll never worry about losing everything you've worked for.

Why You Need a Disaster Recovery Plan to Protect Your Business

Where would you be if your system crashed and you lost all your data? You need a disaster recovery plan to keep this from happening. It's like having car insurance, you do not think an accident will happen, but if it does and you have no insurance, you could lose everything. Millions of computers crash…

Where would you be if your system crashed and you lost all your data? You need a disaster recovery plan to keep this from happening. It's like having car insurance, you do not think an accident will happen, but if it does and you have no insurance, you could lose everything.

Millions of computers crash everyday but most people think nothing of it. There are people who have lost all their precious memories, financial information and their most important documents stored on their hard-drive.

Fifty years ago was much different from today with companies using the clipboard method spending countless hours logging everything and filing their hard copies in file cabinets. Although they were quite organized, it still took hours going through files looking for specific information.

Today it takes a few seconds to pull up a file on a customer, supplier or financial information. You probably have years of information stored on your Mac or Windows Computers and it would be dreadful if you were to lose all this data.

It's imperative that you have a secure backup system installed to keep a disaster from happening. Fire, winter storms, computer crashes and other disasters can take your business away in a minute. Once you lose all your data, there's no turning back waiting you would have added the secure backup system.

Once it's gone, you can not retrieve it, so before this happens to you, install a good backup system on your computers and rest assured that your data is completely safe. The best backup system runs through the cloud and is transferred to external servers with each file having an encrypted key to keep outsiders from getting into your files.

You can retrieve your files anytime you please wherever you are. You can access one file or a bulk of them. Imagine, backing up tons of files through the cloud shuttle where you're the only one with the login.

So many businesses have suffered from computer crashes because they did not think it would happen to them. This tiny bit of insurance will keep a disaster from happening to you while you can focus on your customers without the worry of losing your data. Your data is the core of your business and it needs to be protected to survive.

Some companies have lost all their files from a backup system transferring files on unreliable tapes which are unsafe. What if Google did not have a secure backup system on all their computers and Macs and servers? They would be doomed and could not run because if there was a disaster, they would lose everything and there would be no more Google.

It's the same thing with your company, but if you're protected with the safest backup system , you have nothing to worry about except pleasing your customers.

Why the Cloud Backup System Is the Safest

The cloud backup system is the safest because it uses off-site external servers that encrypt your files for security keeping hackers out. With the start-up shuttle and DR shuttle service you can transfer large amounts of data that would have been impossible with online backup stored on unreliable tapes. You can access your files one…

The cloud backup system is the safest because it uses off-site external servers that encrypt your files for security keeping hackers out. With the start-up shuttle and DR shuttle service you can transfer large amounts of data that would have been impossible with online backup stored on unreliable tapes.

You can access your files one at a time or in bulk anytime anywhere. Your Windows and Mac computers are at risk if you're not using an off-site cloud backup system.

Suppose you owned a flower shop and lived in the Midwest where there are tornadoes and winter storms.

A storm hits, knocking out your computer and you lose all your data wondering what to do. Without you keep hard copies which people usually do not ever with the computer age, your data is gone forever.

You did not have a reliable backup system to keep your data safe, so either either close shop or start fresh. You have repeat customers calling to place orders and you have to get all their information all over again and some will understand while others will not, so you lose customers.

How would you contact the many suppliers you use if you can not remember who they are with no phone number? Your flower shop of ten years would be sure sink. To keep this from happening, you need to install the best secure backup system so you'll never have to worry about this happening.

Most business owners do not think this will happen to them, so they forget about the safety of their data knowing without it they could not survive. Some have online back up systems, but from my experience most of them fail.

Google uses the cloud back-up system because it's the safest, it's secure and off-site. Where would Google be if they lost all their tons and tons of data? There would be no Google, but they're smart and that's why they go through the cloud for backing up all their information.

They protect their computers and Macs, servers, MySQL, SQL Server, and Exchange Server databases. They're prepared and never need to worry about lost data . Rather you're a business or just have tons of important files on your computer, if your computer was to crash, or any other disaster happened, you must protect your files for any given situation.

This insurance can save your business with no worries giving you the peace of mind to focus on your customers keeping them happy.