Sonian has become our preferred vendor for archiving email here at Centerpoint IT, and we will outlay the reasons why that is in this article. We believe in solid and reliable best practices for email and data management. After all, businesses generate over 140 billion email “objects” a day, along with over 23 billion text messages as well. So, the critical need for Office 365 email archiving becomes clear – especially with the millions of people using the popular MS Office suite and using Exchange to store emails containing sensitive information.

What is an Email Object?

Email objects send an email message from within a script. They can be all manner of things — from simple messages like “Yes” to billing correspondence to other important information.

And, there’s this from the msdn.microsoft.com site: “[The email object] represents an e-mail message. There is no Emails collection; each Document object contains only one Email object.

Use the Email property to return the Email object. The Email object and its properties are valid only if the active document is an unsent forward, reply, or new e-mail message.”

Why Email Archiving?

Email is still the #1 way that companies and their employees reach out beyond their four walls to their associates, clients, sales leads, and others.

The simplest use case for Office 365 email archiving is a “retrieve lost files” request. What you are searching for will reside in your email archives. Compliance is the big issue of the day and number one use case where concerns email information and data protection. As is well known for our readership and clientele, companies are now under strict guidelines that stipulate the storing of email data in a certain rigorously-maintained way.

This may include adding an email retention policy to email communications for certain companies. Storing the email data securely with encryption also plays into this as well.

Data Governance: A Key Part of Office 365 Email Archiving

Data governance is another one of the top email storage best practices. Executive teams can set and enforce certain rules on data governance, but data governance guidelines need to be diligently followed and updated where necessary.

A data governance policy is a documented set of guidelines for ensuring the proper management of an organization’s digital information. Such guidelines can involve policies for business process management (BPM) and enterprise risk planning (ERP), as well as security, data quality, and privacy.

Employee Continuity

Employee continuity is another best practices point of concern and critical component of Office 365 email archiving. Say you have a small or micro-business and one-half of your company (like your partner) leaves, and walks out the door with certain valuable information like lists of customer emails and contact info, sales leads, etc. With employee continuity safeguards, you won’t be left holding half the bag when half (or part of) your company leaves.

Reducing Legal Costs

Next, to compliance, reduction of legal costs comes in second place in the email archiving best practices. To be able to find highly relevant data — and be able to find it rapidly — is of paramount importance for companies of all stripes.

Authenticated User-access roles can also be deployed, especially important in compliance and legal research, applying legal holds, etc.

The capability to label certain caches of emails for legal holds is very important. The “Legal holds” label will override the tendency or default position of naturally (or through compliance concerns) deleting the email data, and allow the emails to be held for much longer than their ordinary expiry.

Custom holds and other hold reasons help companies beyond the legal field as well.

About Sonian Cloud Archiving

Enter Sonian, which allows our clients to preserve every inbound and outbound email and file attachment in a secure and dynamically scalable archive. Founded in 2007, winner of the 2016 Forrester Wave endorsement (the highest possible scores and ratings in multiple categories) and now with over 30,000 customers – Sonian helps us assure our clients’ Total Data Protection.

Cloud architecture and archive repository have been the outstanding feathers in the cap for Sonian. Legacy email uploads into the archive allow all past emails to be accessible. They are the only email archiving provider that can roll out the service on the same day as the service contract commences.

What Does This Mean for Those in Need of Office 365 Email Archiving?

Plenty, and it’s all good news.

Especially since Centerpoint IT is an Inc. 5000 company and has cultivated many key strategic relationships with computer technology partners like Sonian.

We’ve mentioned many great features of the Sonian email archiving for Office 365 users, but there are quite a few more.

All data is encrypted, and the Write Once Read Many formats applies. This means that once the object is committed to the archive, it can never be altered, or called something other than what it is.

What’s an email archive without access?

The whole point of email archiving is to provide perpetual access to important email data. With Centerpoint IT and Sonian, you’ll always be able to get the data you need, whether compelled by:

  • Compliance audit
  • eDiscovery or Summons
  • Legal case research
  • Accounting or billing investigation, etc.

Proprietary files, PDFs, invoices — all these file types and more plus their data are captured both from the body of emails and from attachments with Sonian technology.

Moving from On-Premises to Cloud Archiving

Sonian gives companies a perfect excuse to migrate email archiving to the cloud, and even offers cost reductions compared with Microsoft Azure, featuring unlimited storage capabilities compared to MS’s mostly limited cloud archiving deliverables.

Ready for a better email archiving solution?

The time to have it is before you need it. Sonian and Centerpoint IT Solutions make it easy and cost-effective to get Office 365 email archiving for your Atlanta small business, law firm, or large enterprise – contact us today at (404) 781-0200 or by email at info@centerpointit.com to learn more.

Category: Atlanta IT Service Articles, Date: 8th November 2017, Author: Chris Chao

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