Assess your email system
Email has become a mission critical part of any business.¬ So how carefully have you considered where your systems are and where they are headed?¬ Do you have a company policy regarding your email that your employees understand?
Uncommon Solutions would like to offer the following questions and short insights to help you evaluate your system.¬
¬∑¬†¬†¬†¬†¬†¬†¬†¬ How solid is your backup and recovery plan for email?
o¬†¬ Many companies have minimal resources directed towards backups and disaster recovery for email.¬ To be blatantly honest, most organizations are sloppy and nonchalant in this area.¬ Do you know what your backup is for email‚Ä¶ are you sure you even have one?¬ Can your organization continue if you lost all the emails in your system?
¬∑¬†¬†¬†¬†¬†¬†¬†¬ Do you know how long you should retain your emails and when you should trash old items?
o¬†¬ In recent years the need to keep a history of emails has become not only common sense but also legally necessary (e.g.; Sarbanes Oxley, HIPAA, etc.).¬ So keeping email is important; however, email is a huge part of Big Data garbage.¬ To combat this particular issue, techniques like deduplication can be used to minimize storage space used (for example, duplicate copies of an email sent company-wide with a large attachment will be deleted while the original copy remains).
¬∑¬†¬†¬†¬†¬†¬†¬†¬ Should you have a dedicated server or outsource to the cloud?
o¬†¬ This question is especially difficult.¬ Many small and medium businesses host their own applications (including email) on the same server to save hardware costs.¬ However, combining many different applications on the same hardware can lead to complications with disaster recovery and failover for email.¬ This is one strong argument for a dedicated server.¬ Outsourcing email hosting may make sense for some organizations‚Ä¶ however, the more mission critical your email is, the more important it is to keep control of your environment.¬ Business decision makers must balance cost and governance of in-house versus low maintenance of moving to an online environment.
¬∑¬†¬†¬†¬†¬†¬†¬†¬ How should you integrate email into your other systems?
o¬†¬ Unified Communications is becoming standard in all organizations.¬ Email integration with instant messaging, VoIP, and presence give businesses a new way to communicate, collaborate, and enable business in today‚Äôs more geographically diverse environments.¬ Integration will allow for anywhere-anytime instant access to employees.
¬∑¬†¬†¬†¬†¬†¬†¬†¬ Have you made your email policies clear to your employees?
o¬†¬ An annual review of the companies email policies should be standard practice in any organization.¬ Do your people understand what type of behavior is allowed in their company emails?¬ Do they understand that the company ‚Äúowns‚ÄĚ the emails sent and received from their work account?¬ Do they know the company approved ‚Äúout of office‚ÄĚ auto-reply?¬ Do they know that each and every email represents the company?
These high level questions should get you going on doing a quick evaluation of your email system.¬ If you still have some questions, our team would be happy to discuss your environment and different options available.¬ Contact Uncommon Solutions for a no cost, no hassle discussion today.