Email archiving is quickly becoming a must-have tool for organizations that want to maintain the highest levels of cybersecurity.
By keeping emails in a secure digital archive, organizations can better protect their valuable data and mitigate the risks posed by cybercriminals.
Let’s explore why email archiving is crucial for maintaining optimal cybersecurity practices.
The Basics of Email Archiving
Email archiving is the process of storing emails in a secure digital archive for future reference. Archived emails are kept indefinitely, making them available for review at any time.
This can help organizations stay organized and compliant with regulatory requirements while also providing a valuable tool for investigating potential security threats or data breaches. Plus, it reduces the risk of data loss due to hardware failure or user error.
Email archiving is becoming increasingly important to businesses since email is often used as informal documentation and sometimes even a legal record of conversations. By archiving emails, companies gain access to a secure repository for storing important information. This way, businesses are better prepared to respond to customer inquiries or comply with legal requirements.
Furthermore, email archiving helps improve message tracking, searchability, backup processes, security policies, and server performance.
Enhanced Security and Compliance
When it comes to cybersecurity, email archiving provides an extra layer of protection against intrusions and unauthorized access attempts. It also ensures that emails are stored securely and encrypted, making them less vulnerable to tampering or theft by malicious actors.
Additionally, email archiving makes it easier for organizations to comply with regulations such as:
- HIPAA:The Health Insurance Portability and Accountability Act is a federal law that protects the privacy of patients’ health information.
- GDPR:The General Data Protection Regulation is a European Union law that regulates the handling of personal data by businesses.
- FISMA:The Federal Information Security Management Act is a U.S. law that requires federal agencies to implement security controls to protect their information systems.
- SOX:The Sarbanes-Oxley Act is a U.S. law that imposes financial reporting and corporate governance requirements on public companies.
- FINRA’s Rule 17a-4(f):FINRA Rule 17a-4(f) requires broker-dealers to maintain records of electronic communications in an accessible format.
Improved Search Capabilities
Having an archived copy of every single email sent or received also makes it easier to find information when needed.
With advanced search capabilities like keyword indexing and tagging, users can quickly locate specific messages without manually scrolling through their inboxes or archives.
Since emails are stored in an indexed database rather than individual files on a computer hard drive, you can access them remotely with an internet connection—making collaboration simple and efficient!
Establish Proper Email Archiving Practices
Setting aside time each week to go through emails and file them into specific folders helps maintain an organized inbox.
Additionally, having clear naming conventions for archived folders assists in quickly finding emails when needed. If emails contain sensitive data or information, making sure they are stored securely with proper backup measures in place should be a priority.
Establishing efficient email archiving practices will save time and help keep your inbox clutter-free in the long run.
Although email archiving may seem like an annoying extra step in your cybersecurity practices, it is a valuable tool that can protect your organization from data breaches, legal liabilities, and more.
Ensuring all emails are appropriately archived, you can rest assured that your organization’s communications are secure.