Top Data/Email Archiving Strategies and Techniques for Risk Mitigation & Productivity

Five email and data archiving strategies for risk mitigation and productivity

The value of data continues to grow as all-around digitization progresses.

In 2020, a report published by Micro Strategy stated that 94% of enterprises believe data is essential for future growth.

Emails are a critical, indispensable part of communication, and they hold an abundance of data within them in the form of classified communication and attachments.

And therefore are a prime target.

A 2019 Verizon report states that 94% of malware attacks came through emails.

Therefore, enterprises need to make strategies to protect, store, archive and make emails securely accessible.

In the rest of this article, we discuss one valuable data archiving strategy: 

What is an Email/Data Archiving strategy?

Archiving stores critical emails and data in systems to protect them, maintain a detailed activity record, ensure traceability, and provide tools for quick access.

Do not confuse archiving with storing.

Though closely related, archiving is a more intricate and vital action that includes how quickly and safely stored data can be accessed.

Given the growing volume of data, a considerable amount of data becomes inactive over time.

But that doesn’t mean it is unimportant.

You may need this data to handle compliance or litigation queries, conduct investigations, and more.

A robust data archiving strategy can protect your data long-term and enable on-demand access.

Why is a data archiving strategy important?

Email and data archiving are essential, especially for enterprises, because their survival depends on them. 

93% of companies that face data disasters but don’t have recovery plans shut down in a year.

Archiving is an integral part of disaster recovery and protects your critical data. 

Email and data archiving also improve the overall productivity of the organization.

Continual storage of email data on live email servers reduces productivity as the servers get full.

To restore productivity, you must delete emails, thereby increasing the risk of losing critical data.

A robust Email/Data archiving strategy is the answer.

Your emails are archived on an independent infrastructure reducing the load on the primary mailing solution and helping it function at optimal strength.

Learn more about why email archiving is essential. 

Top 4 Email Archiving Strategies for Risk Mitigation & Productivity

The following archival strategies and techniques can help cost-effectively secure your emails.

Email Archiving Strategy and Techniques

1. Identify Email Criticality Based on User Roles

Almost every employee in your organization uses email for communication, but not every email must be archived.

You have to assign a level of importance to the emails.

For example, emails from the finance department are more critical than emails from the front desk.

Therefore, in your archiving strategy, we recommend that you classify users based on:

  • their departments,
  • how critical their work is to your organization,
  • what they communicate in the emails,

And assign them a level of importance to help you with your next step. 

2. Create & Implement Policies for Storage & Deletion 

Now that you have identified different sets of users based on the criticality of their emails, you can implement policies for the storage and deletion of their emails.

For E.g. email communication from the top management needs to be archived and preserved forever.

You may preserve emails from the users of the accounts & finance for a specific duration as per policy or as per regulatory guidelines.

Get all your employees on the same page regarding your organization’s email storage and deletion policies. 

3. Set Conditions for Archiving at Source 

Conditional archiving is an essential step in a modern archiving strategy.

Journaling is a tool provided by most email solutions that send a copy of each mail sent and received to the archiving system.

Journaling enables conditional archiving by creating rules at the source to filter emails based on user profiles and conditions involving mail attributes.

Thus, defining policies to archive selective emails for a specific set of users and those matching the criteria.

4. Regularly Audit & Optimise 

We recommend you define a cadence to review and refine your user sets and journaling rules, adjust retention policies as required, and review access authorization policies to ensure you are archiving data as per your organization’s policy.

We also recommend regular proactive monitoring of the mail content using deep discovery to get an early warning on violations or potential breaches.

While these email archiving strategies can help your organization, they can also be capital and time-intensive.

You can avoid the hassle and choose email archiving services by Vaultastic. Vaultastic is one of the most trusted names for email archiving.

Enjoy managing a high volume of emails at a fraction of the cost with Vaultastic.

Take a free trial to experience the value of our service.  


Your emails are your organization’s primary source of communication and data exchange.

And any loss, deletion, or disaster can cause irrevocable damage.

Currently, most organizations deploy local backups and data dumps to storage devices, which are inadequate to support a modern email/data archiving strategy.

Our suggested archival strategies and techniques deliver control, visibility, and cost optimization to deliver agility to your organization.

Want an in-depth discussion?
Want an in-depth discussion?
Our archival experts are ready to talk to you, one on one to suggest archival best practices, to help you manage email storage better, learn how to make use of all the archived business email for business intelligence and stay ready for regulation compliance.
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