How An Email Outage Can Be Prevented With the Cloud

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By: Larry Loeb|

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Running an email server is a dicey proposition, even at the best of times. There’s always updating that needs to be done to the server’s routing lists, as well as regular maintenance that must be performed if the server is to operate for every account across the business.

A business can quickly find that maintaining and operating an enterprise-sized mail service is expensive in hardware costs alone, never mind the labor needed to run it. And an email outage requiring an immediate fix can add to the stress of daily operations that have limited wiggle room in their deadlines.

Serving the Mail Server

Onsite mail servers are subject to the physical problems that can occur at any endpoint in an enterprise system. This can be a serious problem if backups are lost. In many industries, there’s a legal requirement for email backups to be preserved so the company remains in compliance with basic data retention policies, as described by SearchDataBackup.

If there is a pressing need for email disclosure for legal reasons, it can raise a different kind of problem. Onsite systems may be handling the email delivery aspect fine, but is there a search method available in the system to get only relevant archived emails that are involved in a particular matter? Or does it have to be done manually?

Emailing in the Cloud

Cloud-based email management is a useful option for routine business email use. That option may be part of a hybrid system where, for example, the performance of time-sensitive actions can be done quickly yet archived in a stable location for later analysis. But the capability of the cloud extends to many different aspects of email.

Continuous access to email is one primary area where the cloud adds to email’s capabilities. If one location goes down, the cloud framework can jump in and serve the rest of the network. Employee productivity remains unaffected by localized service outages, and that is a cost-saving measure.

Archiving in the Cloud

Archiving is the next email aspect on the cloud list. It can ease the burden of storage management (saving on equipment costs at the same time), legal discovery and compliance requirements. By not archiving email content in one central location, enterprises can greatly simplify the management of any emergency situation that affects that central data center. Why? Because a copy of the backups that you need to keep legally compliant lives in the cloud, and can be restored.

Speaking of restoration, some archiving frameworks can be implemented to optimize the storage of the backup data. That optimization can lead to a reduction in data stores of 80 percent compared to traditional methods.

Moving mail to the cloud can be both simple and easy to do. Of course, a trusted business partner is always useful when making the transition.

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