On Demand Webinar: Small businesses and the cost of poor data management | 30th Jan, 3PM IST

Updated: Jan 13, 2021

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For a Small-to-Midsize Business (SMB) and a Startup organisation, email messaging is usually the most critical of its business applications. Because of its omnipresence, e-mail has become the de-facto way of communicating acknowledgements, proposals, invoices, agreements, and purchase orders. As a result, an organization’s body of e-mail messages and their attachments contains vital business records and valuable corporate knowledge.

The email client is a primary office communication tool for a SMB/Startup.

“IDC predicts that more than 70% of the business critical data is carried on email”

(This is higher for an SMB or Startup business.)

An average business user transacts 129 messages daily and accumulates 4 GB of data in a year, severely loading the company’s messaging system and also making the task of managing this ever growing volume of data a daunting one.

So, given the critical nature of email for SMBs and Startups, shouldn’t they be investing in an email preservation solution?

These are some of the questions, which come to the mind of the SMB authorities, when they consider email archiving in their IT budgets.

  1. Does an SMB need to archive email, even if they are not regulated?

  2. A Startup is just getting started, so until operations are streamlined, why bother with mail preservation?

  3. We are using GSuite or O365 cloud email solutions with a large mailbox allocation so I may never run out of storage. Do we still need email archival?

  4. We take end point backups to the cloud, which ensures that all my PST files on the desktops are preserved. Do we still need email archival?

  5. I use an Exchange server in premise and backup the server mail store daily. Isn’t that enough to preserve all my email?

  6. Email archival is typically on the cloud. My email data is classified. How can I assured that my email data is safe and secured?

In this webinar we discussed each of the above questions and more, in depth, and suggested specific, cost-effective, remedial solutions for SMB or Startup businesses.

Questions asked during the webinar

Does the system record user action? Can I see who has forwarded or replied to mails from the vault?

Yes, there is a feature or module in the system called audit trails, where every action, log-in, whether it is e-discovery search, or a forward or a reply, or a download or an export, all these actions are recorded in an audit trail, and we keep these records for ten years.

Can the archive handle multiple email systems?

Yes, the Vaultastic platform is capable of ingesting mails from multiple platforms such as G Suite, Office 365, Zimbra etc. You can configure journaling on these platforms, and the mail will come into Vaultastic, where it will be stored in a common format, indexed and your users have the option to recover the emails in multiple formats, such as PST or EML.

Does the system archive tasks, contacts and calendar items?

No, currently the system is used to archive only emails from multiple email platforms.

How does ediscovery work? Can I save queries?

Yes, when a user logs in, the user has multiple roles, so you can define role based access. There are 3 levels, one is the end user who can search through only their own mailbox. The second is the department level, wherein a manager can access mail of his team. The topmost is the Umbrella search, wherein top management can search through mail across the organisation.

For all these roles, there is an ediscovery console where they can compose queries with Boolean operations such as and/or and across all mail attributes. Save the query, so that in the future, a single click will fire the query and get the results.