Written by Matt Hartfield, Technical Director –9th January 2016
The new year has arrived… but all those office jobs you dread will likely start calling. File archiving, tidying up the CRM database, changing around the office and the one that takes the longest… email archiving.
Did you know there’s more to email archiving than simply tidying up your inbox? Laws such as Data Protection Act 1998 (DPA), the new EU General Data Protection Regulation and best practice guidelines also need consideration, and with spear fishing email scams becoming more frequent there is no better time like the present to start archiving.
Here are our 5 useful tips to help with your email archiving this time round
1. Email Archive Compliance
Before you start archiving familiarise yourself with your company email archive policy it may be different to the last time you looked. If your company doesn’t have one perhaps it’s time to rethink your IT Security strategy and business disaster recovery plan.
2. Data Security
Make sure all archived emails are kept in a secure environment not a public email folder where other staff can easily delete them by mistake. Make the location easily accessible just incase you ever need to refer to old email threads.
3. Use archiving tools to help
Use software to help you archive. For example if you use Microsoft Outlook 2010 with a Microsoft Exchange Server you can use the Personal Archive feature to store historical emails.
4. Archive frequency
Email archiving is much easier if you carry out every few months rather than annually. Set aside some time to archive in your quarterly schedule and decide how far back you need to archive.
5. Archive all emails
Remember not just to archive your inbox, your sent box is just as crucial when it comes to archiving. Remember to file all important attachments in folders on your server. Don’t leave them attached to an email.