Importance of Email Archive

What is an Email Archive solution?

Email is an essential communication method to communicate with any enterprise. Originally, email was founded in the 1960s and it became popular as a digital communication method in the 1990s as the internet expanded. Even after around 50 years after the invention of email, email is still the basic communication tool in business.

If much business communication is done on email, it is easily assumed that valuable information including confidential data are exchanged via email. In order to keep that valuable information safe, a company needs to archive emails. And by archiving emails, the company can keep those emails as digital proof. Not only can email be the evidence of legal disputes but also it will reduce disputes between enterprises by preserving agreed content in email format.

A company needs to gain more control over email data

Today, especially when a company adopts cloud email service, the inbox of each employee becomes large so that it looks less important to archive email besides the email system. However, there is a significant difference between storing emails in an inbox and storing emails in an email archive system.

The one controlling the inbox in an email system is the user so that the user has full control over the emails in the inbox. This means, the user can intentionally delete important emails and erase the evidence. Of course not only intentionally, a user can delete important emails accidentally. As long as an employee is using work email, the email data are properties of the company. Therefore, the company needs to prevent employees from deleting email without the consent of the company. However, unfortunately, it can not be done only within an email system.

Most email archive solutions will capture the email when an email gets into an inbox and when an email is sent out to an inbox so that emails captured are complete copies of the email received and sent in the inbox. And since the purpose of the email archive solution is to store all the email for a certain period of time, there is no function to delete certain emails. Hence, once the email is stored in the email archive, no one can manipulate the email content.

The number of emails and size of emails sent and received become larger and larger so that there are many occasions where an inbox of an employee is filled up after several years. Email archive solutions can be used to save the inbox storage by keeping emails in the email archive system. But the important part about an email archive is that the company can gain control over email data.

HENNGE One Email Archive

HENNGE One Email Archive is an email archiving solution for Google Workspace and Microsoft 365. Our standard HENNGE One Email Archive provides unlimited archiving storage for 10 years so that the company doesn’t need to care about the storage size. Plus, since the service is charged by active user number, emails archived for the person who left the company remains without any extra charge. Moreover, HENNGE One Email Archive will store all search logs to prevent the person who conducts the search to search emails for their personal interest.

We believe email archiving is the one of the solutions which all companies should adopt. Therefore, HENNGE One Email Archive is designed to be an affordable, easily adaptable and easy to use solution for Google Workspace and Microsoft 365 users.