Is Hosted Email Archiving Right For Your Company?
- Door Barry Goodknight
- Geplaatst 12-03-2010
- Legal
- nvt
Barry Goodknight
Article written by PC Pro Schools on behalf of Smarsh Inc. Hosted Email Archiving
Bekijk alle artikelen van Barry Goodknight
Hosted email archiving is a great way of enabling companies to be fully compliant with all the various rules and regulations regarding business documentation without overburdening them with IT needs. It allows companies to have a complete solution without using valuable capital to create a supporting infrastructure around the need to host and keep and email and archiving platform.
Using Hosted email archiving lowers the upfront costs and replaces it with a manageable monthly fee, dependent entirely on use. It works something like this:
Company A has just been incorporated and is about to begin trading. It’s a small company of only 5 employees, but offers medical insurance as one of the perks. IT has a choice, spend several thousand dollars on some servers, software licenses, a secure network, and an administrator so they can comply with regulations, or they can have it all hosted by an third party vendor and just pay a per month fee for the 5 users.
The vendor will have a secure Server farm where the clients applications will be hosted. The applications will be mirrored across several servers, so if one goes down, the others can pick up the slack. These servers will be in a secure environment, on a secure network and be as completely protected as it’s possible to be.
Company A leases a hosted email archiving product from the vendor as part of an overall SaaS service including standard email and office productivity software. It only pays for what it needs, which is the applications for 5 people, and can increase or decrease as the need arises. So if the company does well and expands, it can lease more licenses as it grows. The applications will be accessed sing a computer browser and be available 24/7 365.
So rather than the company having to set up the business, build an IT infrastructure, secure network and get someone in to look after it, they only have to buy 5 computers, a router, Firewall and internet connection and they’re on their way. This constitutes a significant cost saving, just when the company needs the money the most. It also keeps things simple, so the company can concern itself with becoming successful, rather than being distracted by other concerns.
That way, all the burdens of hosting systems, complying with the rules and regulations and keeping everything working moves to the vendor. The main benefit of using the hosted model like this is that is absolves the company of any responsibility, or the expense of maintaining a complicated infrastructure and compliance.
So you can see, using the hosted model offers significant benefits for the company in lower upfront costs, simpler operations, secure, reliable applications on a well-maintained system that should never have downtime. It also means that employees can work from anywhere, at any time on anything.
Before making a decision about email archiving and or email hosting you should ask your lawyer to look over the service provider you are planning on using to make sure you will be in compliance. Just because a company offers email archiving does not mean you will be legally protected from a government audit.
Using Hosted email archiving lowers the upfront costs and replaces it with a manageable monthly fee, dependent entirely on use. It works something like this:
Company A has just been incorporated and is about to begin trading. It’s a small company of only 5 employees, but offers medical insurance as one of the perks. IT has a choice, spend several thousand dollars on some servers, software licenses, a secure network, and an administrator so they can comply with regulations, or they can have it all hosted by an third party vendor and just pay a per month fee for the 5 users.
The vendor will have a secure Server farm where the clients applications will be hosted. The applications will be mirrored across several servers, so if one goes down, the others can pick up the slack. These servers will be in a secure environment, on a secure network and be as completely protected as it’s possible to be.
Company A leases a hosted email archiving product from the vendor as part of an overall SaaS service including standard email and office productivity software. It only pays for what it needs, which is the applications for 5 people, and can increase or decrease as the need arises. So if the company does well and expands, it can lease more licenses as it grows. The applications will be accessed sing a computer browser and be available 24/7 365.
So rather than the company having to set up the business, build an IT infrastructure, secure network and get someone in to look after it, they only have to buy 5 computers, a router, Firewall and internet connection and they’re on their way. This constitutes a significant cost saving, just when the company needs the money the most. It also keeps things simple, so the company can concern itself with becoming successful, rather than being distracted by other concerns.
That way, all the burdens of hosting systems, complying with the rules and regulations and keeping everything working moves to the vendor. The main benefit of using the hosted model like this is that is absolves the company of any responsibility, or the expense of maintaining a complicated infrastructure and compliance.
So you can see, using the hosted model offers significant benefits for the company in lower upfront costs, simpler operations, secure, reliable applications on a well-maintained system that should never have downtime. It also means that employees can work from anywhere, at any time on anything.
Before making a decision about email archiving and or email hosting you should ask your lawyer to look over the service provider you are planning on using to make sure you will be in compliance. Just because a company offers email archiving does not mean you will be legally protected from a government audit.
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