Email archiving. It’s something everyone does. Well, it’s something that some people do…..right? I mean, have you ever actually archived an email? In the end, I guess it depends on your preferred method of email management. Some people stick rigidly to the whole Inbox Zero concept, while others are happy to let those unread emails pile up. Never feeling the collective weight of forgotten newsletters or, you know, unanswered customer queries.
However, there’s much more to email archiving than an empty inbox. In fact, for many people, archiving is a crucial component of better organization and transparent business practice. It has numerous benefits that far outweigh the very small inconvenience of clicking “archive”, and you’ll be surprised at how much simpler your email management will become once you get into the habit.
What is Email Archiving?
Email archiving is the process of removing emails from your inbox to be stored in a separate yet easily accessible location. You can manage this manually or automatically depending on your preference, and you can easily search for mails that have been archived by date, contact, or keyword. The point of archiving is to give you a central location to store mails that you no longer need direct access to. It also ensures your inbox is kept clean and attachments and other files are kept safe. Here then, we take a look at some of the benefits of email archiving and how it can help push your productivity to new heights through better email management.
You’ll have a cleaner inbox that’s easier to manage
Perhaps the first and most obvious reason to start archiving your email is to help you take back control of your inbox. For many people, an inbox is essentially a to-do list, and the messier that list, the easier it is to overlook the important stuff. Once archived, the mail (or mails) will be removed from your inbox and placed in the archive folder. If you receive a reply to those mails at any time in the future, then they’ll be moved straight back to your inbox. It’s that simple. For freelancers and employees, archiving older projects is a great way to start, helping you to draw a line underneath work that is already completed. For CEOs and business owners, archiving everything from employee correspondence to supplier emails is part of best business practice.
You’ll never lose important data
Today, we send more sensitive data and documents through email than ever before. That data literally covers every aspect of our lives, from personal medical records to professional contracts and invoices. Email archiving allows you to keep a record of everything sent and received, ensuring that you always have a copy of your messages and any documents attached. By archiving your important data and documents, they’re stored safely in a separate folder—meaning there’s less chance you’ll delete or lose them. Additionally, an easily accessible digital copy of your important data, particularly if you move between multiple devices, jobs, or countries, can be a lifesaver.
You can quickly access important data
Keeping data safe is one thing, accessing that data when you need it in a hurry is quite another. Archiving emails essentially allows you to open your archive folder and easily find anything you need. Spike’s Advanced Search goes one step further, putting you in control of your archives and much more. Simply search by keyword or contact and you can instantly find what you are looking for. Additionally, when you’re away from your devices, you can also use Spike in your web browser and search your archives just like you would at home.
It helps your business remain compliant
Across a broad range of different industries, data security and retention are critical when it comes to regulatory compliance. Depending on your particular industry, there will be specific rules for email archiving compliance and how to store data and documents, however, keeping those messages handy is the underlying concept. Archiving your email allows you to store this data in a way that allows easy access and retrieval in its original format—making data compliance simple for your business.
It protects your business from potential litigation
If the worst happens, and your business becomes involved in any type of legal proceedings, then email archiving also provides a fallback for what is known as litigation discovery. If data from emails and attachments is not easily retrieved, i.e. you have deleted it, then the process of retrieving that data from other sources can be extremely expensive and time-consuming. Archiving email over the course of your business operations puts everything you need (or might need) within easy reach.