An email backup is very important for companies of all sizes. This is due to compliance with the law, and more importantly, the growing importance of email correspondence in business. So, if you are considering having your own system, you should be aware of the important factors that can make your system ideal for the situation.

Security

Security is an important factor in any email backup system because emails contain important data and sensitive information. You need to make sure that your data is safe and secure at all times. A good system will ensure that your emails are stored away from prying eyes which may try editing, copying or stealing them. Your data should also be encrypted so that it remains safe, even from the service provider.

Support

Support is another important factor because you should always have a support professional available in case something goes wrong. Though robustness is important in any email backup system, systems are machines at the end of the day, and can suffer downtime. You should look for a system that comes with 24/7 support through email and telephone. The true worth of any supplier is how they act when you need them most.

Scalability

As your company grows, you will gain employees. All of them are likely to require email and associated backup facilities for their correspondence. So your email backup system should be able to grow along with your business. Extendability is also important for companies because technology is ever evolving and adding modules is much easier than having to install a fresh version of the system every time.

Availability

Your email backup system should be available at all times if you want for all your company’s emails to be stored effectively. However, because system may suffer downtime from time to time, you need to make sure that the system is up and ready at least 99.9 percent of the time.

Ease of Use

If you’re going to use a system without understanding how it all works, you need to make sure that its interface is easy enough for you to use. An simple interface will allow you to skim through emails easily and go on with your business with the least disruption.

Multi-platform Support

Make sure that the system you intend on using can support more than one platform. Some archiving systems support only one platform, but these are inefficient since most companies use different messaging systems or want to have the flexibility of moving to another platform in the future.

Longevity

You need to check how long the company will keep archives of your emails. You should be able to access your emails for more than two years as you never know when you may have to retrieve data from them. The longer the time you need, the more you will spend, but in the end it will be worth your money. It isn’t just about compliance, it’s about practicality too.