Effective email data management is vital to every business, and IT departments need a practical strategy that is low risk, future proof, immediately affordable, easy to implement and manage, and critically, has a predictable cost profile over the many years of email data management that lie ahead.
With the advent of Software as a Service (SaaS), email management solutions are now available as sophisticated, multi tenant, online email storage solutions with search performance, data security, availability and resilience.
The SaaS business model is based on a ‘pay as you go’ model rather than the traditional purchasing of infrastructure. With this technology businesses can benefit from the safe delivery, storage, and management of hundreds of millions of messages for thousands of businesses worldwide every day regardless of their size. Where in the past storage of up to ten years worth of email would be reserved for large companies that could afford this expenditure SaaS has enabled SMEs to also be able to have access to this type of application.
In the case of Tesco and Asda the two key functions an IT manager would hope for would be search and storage. If Asda sent 11 million emails over a five week period how much storage space would they require over a ten year period and how easy would it be to search the data?
SaaS offers an organisation the opportunity to store information in a robust and scalable format, retaining terabytes of data without any performance degradation. This means that as your storage volumes grow you do not need to buy more server space as you can leverage the additional physical stores that a SaaS email Management service can provide.
Staff and management can also access all business critical email information in real time. This type of functionality is very powerful as it provides an automated, real time view on valuable company email communications channels. For example this would have been invaluable to either of the supermarket chains as it would allow them to view all emails exchanged between the company and a supplier.
Any email route can be analysed to identify trends, patterns, abuse and so on. At a glance, the system can illustrate communications with key customers, who the communicating parties are and the frequency of communication over time.
So before you are forced by business rules or regulation to provide copies of your email communications you need to ensure you have an email management policy in place which is both affordable and flexible enough to meet any future business demands
Peter Bauer is CEO of Mimecast