Email archiving is rarely a subject that makes worldwide headline news. The controversy surrounding the way Hilary Clinton has been handling her professional email has done just that. It was revealed last month that Clinton had been sending and storing professional emails from a private server while serving her term as Secretary of State.
Compounding the error, she then deleted significant amounts of data from this private server, including pertinent government emails. State department emails should be preserved as they are subject to the Freedom Of Information Act (FOIA).The entire incident put the spotlight on poor email archiving practises.
There are lessons to be learnt from the story. In the 21st century it is not just government departments that are subject to regulation of email data. Most major industries now require companies to retain their email data for long periods of time. Trends suggest that regulation surrounding data retention is only going to increase. Strong email archiving infrastructure is, therefore, now more important than ever before and a fully compliant archiving system will allow legal defensibility.
So, what do we learn from this? Firstly, enterprises need to make sure they train staff in proper email management and have proper procedures in place. Organisations also have to make sure that their archiving is fully compliant with the industries regulatory needs. If they don’t, they can find themselves in the same hot water Mrs Clinton and the State Department currently find themselves in.
Migrating to Office 365 has never been easier with Evolve. As a global leader in migration solutions, we know what it takes to move data rapidly, reliably and cost effectively. But why move? Whilst we can take the pain away from the legacy move, what’s all the fuss about and is it really worth it? Why not just stay where you are?
Moving to Office 365 is clearly a question many currently companies face. What is it, why move, how much, what are the benefits? This is the first of a series, highlighting the benefits of various platforms and how we can help you migrate. Each week we will give benefits of the different platforms, starting with Microsoft Office 365.
The main benefit Office 365 offers is that you can keep using all the features we have known for some time (Email, calendars, contacts) but the burden of hosting the exchange servers moves from in-house IT departments to Microsoft. The hosting of exchange servers is now done in their “ultra-reliable” datacentres, with the significant benefit being that everything that used to cause your IT department problems now becomes Microsoft’s problem. Server crashes, network failures, backup problems all become Microsoft’s responsibility leaving you more time to focus on higher value activities.
A second advantage of moving to Office 365 is about looking forwards and not just on the “day-to-day” management. With plans offering a seemingly unlimited amount of space, the freedom to grow without borders or controls is one that frees IT departments and businesses to be more agile with less risk to core services. When one combines easy access mechanisms with a manageable and (importantly) predictable cost model, it’s a powerful combination that appeals to head and heart.
The third a final advantage is around accessibility. With access to your all the Microsoft tools (outlook, word, excel, etc) anywhere as long as you have an internet connection, files are always up-to-date version and version control and rapid knowledge sharing become the norm and not the exception.
As we look forward to challenges of 2015, we have made a New Year’s resolution concerning this blog space. Over the coming months we aim to turn this blog into a fountain of information for all things concerning Email archiving, archive migrations and Email in general. With that considered look out for the following content we intend to publish in 2015:
- A series of posts outlining the advantages of the latest archiving platforms on the market.
- Some posts centred around some awesome graphics giving you our take on the archive migration market.
- Continuing to share the excellent Email management tips we search the internet high and low for.
When it comes to Email we hope this space becomes your first stop for news and information. So watch out for a lot more content to come.
This will be one resolution we will actually keep!
If there is any topic you want to discuss or wish us to write about feel free to contact us anytime via the ‘contact us’ form on our website.
For this week’s blog we’ve found an interesting article written by Jason Hannula. The article is based around new research on the difficulties businesses are having transitioning to the cloud services.
One key point he makes is how migration specialist companies can help businesses ease the strain of moving to cloud storage platforms. He highlights maintaining user interfaces and data security as reasons why migrations need to be done properly, by specialist companies. Obviously we agree!
To back up these finding he cites the research of Michael Cusanelli. One thing he found is that the initial migration is the largest obstacle to smooth cloud operations.
This is the reason we’re in business! Akaibu are here to overcome your migration obstacles and help you move smoothly and efficiently to cloud storage solutions.
Read the full article:
Have you seen our great new videos? They are designed to help you understand more about running an archive migration project. Akaibu are always striving to help you understand more about archive migrations. So we have created two new videos to assist you.
The first video is “5 things they never tell you about archive migrations” (trust me, it is more interesting that it sounds). It gives 5 points that we feel are often overlooked when considering archive migration projects.
The second video is “Avoiding Migrations Pitfall and Problems”. The video highlights some common problems experienced by companies during a migration. It then explains how our market leading platform ‘Evolve’ solves each problem.
They are only 2 minutes long and are full of information you will find useful if you’re considering doing an archive migrations. So no excuse for not checking them out!
Find them on our website
Thanks for stopping by,
Hopefully you know by now that we care passionately about providing solutions that help our customers to save time, reduce risk and manage their critical information safely and securely.
In that vein, we’re continuing our journey through email management tools and techniques with another interesting article that we found.
This week, our favourite is an article by Kyle Jasinski on 7 Tech Mistakes Made by Small Businesses. It’s an interesting read, giving some good tips for small businesses (though we know there are plenty of large businesses that would also benefit from looking at them).
Check out mistakes #6 and #2.
#6 is all about email inefficiencies – whilst it’s critical, email needs to be managed in an effective way.
#2 is all about the life span of technology and the mistakes of avoiding an upgrade path.
Give the full article a read, there are some good take-aways.
Akaibu can help you move you archive data to the most up-to-date platforms. Don’t let your data archiving be the tech shortcoming of your business.
So the team at Akaibu is always busy trying to make your life better through the sensible application of two important components
1 - Technology
2 - Common Sense
We absolutely love helping you save time, reduce stress and risk and overall - give you more time to be more productive at whatever it is you do.
We're therefore going to start using this blog as a "go to" reference guide for you on all things email. What's happening with it. What you should and shouldn't do with it.
Of course, if you don't have time or it's not your thing then that's fine too - we're here when you need us and if all those tips and tricks don't work out - we're quite fine with moving all that horrible old email from your current archive to the next place you want to store it - on premise or the cloud - don't worry we can help you with both!
Today's update is a great one from George Kao who has published some right on articles about what to do with email and how best to manage it. Check out his blog for more. (http://www.georgekao.com/)
A System For Email Productivity. How to regularly get to “inbox zero”… All of your emails can fit into one of the following 7 categories…
1. No need to reply, and not important to read. Generously apply thearchive or delete function! And if it is a newsletter that you rarely read, do yourself a favor — unsubscribe. If the information is important, trustthat it will come to you another way, e.g. through personal recommendations. It will show up again if it is truly worthwhile.
2. File away. Examples include tax receipts, examples of great emails, and info needed when you next work on a project. It can be helpful to create folders for these, but don’t get crazy with categorization; if you find yourself creating many folders, you need to simplify your work or life. And when you actually need to find an email, practice using your email software’s search function.
3. Optional response. No need to respond, but would be more courteous if you did.
4. Optional reading. Interesting to read, but not required. Practice putting as many emails as possible into this category, as well as the previous one! This practice is essential to improving email productivity. You might want to use email filters (e.g. in gmail) to automatically move newsletters into this folder, or change the email address you use to subscribe to mailing lists. Gmail makes it easy with aliases such as firstname.lastname@example.org.
5. Required to respond today. Go ahead and respond either in the moment—if important and urgent—or at the end of your workday when you are clearing out your inbox.
6. Required to respond (e.g. emails from a boss, biz partner, client)— but not today. Distance creates perspective. If an email doesn’t require a response today, put it in a folder named the day you would like to respond(Monday, Thursday, etc.) then on that day, go into that folder. For example you might want to follow a “morning checklist” that includes “Open today’s email folder.” Tools to automate this: RightInbox for Gmail or FollowUpThen.com or FollowUp.cc.
7. Undecided. Rather than suffer from paralysis by analysis, just put it into one of the above categories!
Create email folders for #2, #3, #4, #6.
There are various reasons that an organisation may look for an email archive migration service, many of which are interlinked. Important features for email migration vary to a large extent. However, fundamentally an organisation using migratory services are looking for ease of use and efficiency. The process needs to be an integrated approach whereby an organisation understands what data will be linked and transferred in order for a successful email migration.
If we look at reasons for using an email migration service, there are several examples of why this will be executed.
If an organisation is switching hosting providers due to pricing or features offerings. Most organisations look at their various expenses in a strategic manner, and if there are services that are offering a similar product at a reduced price to current providers, it bodes a strong case to change and save on costs. On the flip side, if a company is not getting enough out of their current hosting provider, they will begin to look for a provider that can meet their needs. Email archive migration allows for an organisation to move and change efficiently and time effectively.
For larger organisations, one needs to look at the efficiency of mailboxes. If a hosting provider cannot provide sufficient servers to handle email loads, delays are prone to occur, which can have detrimental effects on organisations and their services. Delays can inhibit productivity, company image and ultimately turnover which means that an organisation is under pressure to have a fast and efficient service provider, that can handle email loads. If this is not the case it is up to a company to look elsewhere, opening up the door for email archive migration to new email hosts.
Ease of use is imperative when there are a large amount of employees communicating both internally and externally. One does not want to be taking time trying to figure out how to use their email services correctly, and getting the most out of it. If an organisation is using a provider with an overly complicated email interface, it would make sense for them to move, leading to time savings and increased productivity, especially when there are large amount of users communicating.
In this modern age, mobile access to email accounts, along with ease of use, are critical with the growing number of people using mobile devices to communicate via email. This creates a scenario whereby an employee can have access to email from almost anywhere, increasing productivity and convenience of use. Organisations will look to mobile access as an important aspect of functionality and the ability to communicate in the business environment. Changing to a service provider that allows these capabilities is almost seen as a must have, and email migration allows this to occur easily.
Two companies merging means that there needs to be an adoption of a universal email address. Email migration allows this to happen quickly and easily, allowing the companies to focus on the important aspects of integration. All the previous email data transferred may prove invaluable in a new environment, which makes picking the right migratory service critical to this success.
When an employee leaves a company, they may leave behind many clients - integrating these clients and reassigning them is hugely beneficial, and using email migration as a tool to do so allows client transfers from one account to another to be a smooth process.
These are just a few reasons to use an email archive migration service. There are many companies that focus on performing migratory services, as it can be a tedious and time consuming process. Choosing the right company to assist you becomes a very important step in ensuring data security, and that all data is transferred. Lost data can have tremendous detrimental repercussions, which leads to email migration being a hugely important service when changing an email service within an organisation.
New updates on the way!