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Why are you not archiving yet?

November 27, 2017 By Hannah Rachel Smith - Cloud Business Development Rep
At the brink of 2018, I can pretty safely say that the majority of organizations know that they need to maintain their electronic communications and information, and they understand why. And if you don’t understand why, it doesn’t really matter because it’s a regulatory priority and you can’t really get away much longer without adhering. With that being said, let’s try to really understand what happens to our emails and why using an email archiving solution is important
What is Email Archiving?
Archiving electronically stored information means moving a message from one data store to another. Most organizations opt for an archiving solution to maintain compliance in regulated industries, mainly because it stores emails in the most protected manner, moving and securing only one copy of the email or social media interaction, immediately after it has been sent or received. This will provide an easily searchable interface (that you can setup to meet your organizational retention policy), where you can store large amounts of data in a manner which cannot be altered or deleted. In other words, upon receiving or sending an email, your information is sent to a lock box, where it is safely stored until you need it, not causing performance issues for your servers. Additionally, the meta data within your message will not be duplicated when passed through other accounts.

This brings me to my next point – what is metadata and why does it matter to you?

WELL – Metadata is a set of data that describes and gives information about other data.... “what kind of other data?” I’m sure you’re asking yourself. There are 4 types in the world of digital evidence:
  1. Who collected it? AKA Client Metadata
           i.e. browser, operating system, IP address, user
  1. When and where was it collected? AKA Web server/API Endpoint Metadata
            i.e. URL, HTTP headers, type, date & time of request and response
  1. Who owns it? AKA Account Metadata
           i.e. account owner, bio, description, location
  1. What and when was it said? AKA Message Metadata
           i.e. author, message type, post date & time, versions, links (un-shortened), location, privacy settings, likes, comments, friends

And you should care because metadata is what helps you meet the data integrity and authenticity standards you would need to in the case of a public records request.  Backups not only are going to hurt your email server and in the long run create a lot more work (and therefore a lot more money spent), but they don’t capture the essential information in metadata.

SO if you are not archiving your emails, please look into it further and ask yourself why not?? And in addition, Tangent is launching a monthly live demo of our DataCove product, so you can get into the weeds right away. No selling or marketing, just showing you how easy it is to navigate an email archiver and take control of all your email communications.