3 Reasons Your Business Needs Third-Party Archiving With Office 365
See how a complementary cloud solution better supports compliance, continuity and cost savings
The growth and popularity of Microsoft Office 365 speaks for itself… It’s a robust cloud productivity suite used by businesses of all types and sizes around the world. But there are limitations with the native archiving and eDiscovery offerings. By complementing Office 365 with a third-party email archiving solution in the cloud, you automatically protect yourself against intellectual property loss when employees leave and limit your financial exposure when you’re sued or audited.
1. Reduce the costs of responding to compliance audits and discovery requests
All businesses are potential targets of lawsuits. Those in highly-regulated industries need also need to comply with ever-growing and changing regulations for data storage and handling. When your company is sued or audited, the faster you’re able to respond and furnish the relevant data auditors and lawyers will be searching for within your emails, the less it costs your organization. In this instance, time spent searching for, organizing and exporting relevant information for legal review and audit very definitely translates to money. With a third-party email archiving solution, you get the security and peace of mind that comes with knowing every email and attachment is being preserved using unalterable, WORM-compliant storage and that your business is ready to quickly locate and furnish this information, reducing the billable hours spent looking for it.
An archive with powerful search capabilities that allow legal and compliance users to tag and organize relevant results and export them in a variety of formats is crucial to reducing the costs associated with these actions.
2. Protect Business Continuity
Email is the lifeblood of your organization; create a plan to protect the emails and attachments sent and received by all your employees. What happens if an employee on the way out the door deletes their entire email box, along with all the history and data that goes with it? You may lose valuable account history, contracts or other critical data — with no recourse to retrieve it.
An archive that automatically preserves every sent and received message and attachment in a format that cannot be deleted or modified ensures you’ll never lose access to any of this critical information and you’ll be able to carry on with business as usual after an employee departs. Even if that employee doesn’t delete their data when they leave, without an archive, you’ll need to continue to pay for their Office 365 seat in perpetuity, to maintain access to the contents of their mailbox.
3. Proactively control costs
If you’re in business, you’re inevitably going to get sued. In that case, all case-relevant emails and attachments need to be located, organized and exported for review. During the time it takes to do that, the meter is running! The more time IT and legal teams spend searching for what they need, the more it costs your business. With a third-party email archiving solution designed specifically to support these efforts, auditors and legal discovery teams locate and organize data for use in the legal process much faster than if using a traditional email interface. Ensuring they find what they need quickly saves your company many expensive hours of discovery time.
The best third-party archives automatically preserve all sent and received email securely for discovery and legal review, index the text of all attachments, provide robust search and organizational capabilities to find all relevant data quickly, include tagging features and customizable legal hold reasons, and offer flexible formats to export emails and attachments for review. And because a third-party archive stores data in a separate cloud repository from Office 365, it’s not competing for compute cycles with the rest of the Office 365 cloud. Storing archive data outside of the primary repository is a best practice and translates to faster response times.
White Paper – Key Issues for eDiscovery and Legal Compliance
Get more information about third-party email archiving for Office 365
At MessageOps, we’re constantly on the lookout for new features and functionality for the Office 365 platform, especially related to data security, search and flexibility. Follow our blog to stay updated about new Office 365 tools.
Give our team a call at 877-788-1617 or fill out the contact form to get more information about the archiving and search capabilities discussed in this blog.