Why You Should Archive Your Email (and Back it Up)

An email is a vital tool for business communication, but it can also be a source of clutter and confusion. With the endless influx of emails, it’s easy to lose track of important messages, making it difficult to find them when needed. The onslaught of notifications and messages can easily overwhelm any inbox. This is why it is important to archive your email and back it up.

Archiving your emails refers to copying, backing them up, and storing them in a separate, secure location. This ensures that the important emails that you need to keep are secure and not at risk.

It may seem counterintuitive to keep emails that you’re no longer actively engaging with, but there are countless situations where it’s important to retain old emails for a long period.

Here’s why you should consider archiving your emails and backing them up:

Free Up Space

Archiving emails is a great way to keep your old emails safe and still free up space in your email account. Emails can build up in your mailbox quickly, and archiving them helps keep your mailboxes at a reasonable size without needing to delete important emails.

Data is becoming more affordable making it easier to store your data. It’s recommended to back up all emails immutably, so they can’t be tampered with or deleted. You should also retain these archives for a minimum of seven years.

Finding the right retention policy for your business is key to making sure you’re meeting your needs and optimizing your storage. Consider moving all emails older than 2 or 3 years old to an archive as this is a good practice to control active mailbox storage and avoid your Microsoft 365 mailbox size limitations of 25GB-100GB (depending on plan).

Improve Organization

If your account is old and busy enough, it’s easy to forget where emails are, especially much older emails. With archiving, all emails can be stored in one location and retrieved easily when you need to reference them.

This is especially helpful if you have multiple accounts or departments with several different mailboxes. You can easily store all your emails in one place and sort through them when you need them. You would also, with the right labeling system, be able to group emails by category and topic. It’s much easier to search and find emails when they’re properly labeled and tagged.

Prevent Data Loss

Backing up your emails is a great way to make sure you don’t lose important information. Having your emails stored in an archive means that they are safe from any potential security issues you may face.

This is especially important for businesses, as emails may contain sensitive data and confidential information and can be a risk. Having a secure, up-to-date backup of your emails ensures that your data is safe and that any potential data loss can be avoided.

Keeping records of your emails is essential for many businesses, and archiving your emails is an important part of that process.

Meet Legal Or Compliance Requirements

In some industries, there may be legal or compliance requirements to retain certain types of email for a certain period. Archiving your email can help you meet these requirements and ensure that you have access to the necessary emails when needed. You never know when you may need to reference an old email which is why archiving and backing up your emails is so important.

There When You Need It

Archiving your emails is an important step for any business and should be part of your email management strategy. You never know when you may need to refer back to an old email so it’s important to have a secure, up-to-date backup of your emails.

Not only will this help prevent data loss, but it will also make sure your information is always there when you need it.

Want To Learn More About Email Archival And Backup?

C Solutions focuses on offering our clients solutions that lead to higher productivity and performance. No matter the size of your business, we have the expertise to help you with archiving and backup solutions.

If you’re interested in learning more about archiving emails, backing up emails, or other IT solutions, our knowledgeable team is here to help.

Contact us online or by phone at 407-536-8381 for more information on keeping up with an ever-changing digital landscape.