Email backup and archiving - security first


Together and yet separated

Most companies have recognized the advantages of a backup solution and this has become an integral part of a regular corporate day-to-day business. The workforce also feels more secure with a functioning backup and can therefore relax and concentrate on day-to-day business. An email backup is often mistakenly compared to professional email archiving. In order not to let the wrong train of thought arise here, a company should be aware that e-mail backup and e-mail archiving perform different tasks and complement each other in the process.


How is an email backup defined?

In the event of data loss, a backup can restore the lost data. In a company, data loss can have many triggers - the most common sources of danger include human error, hardware defects or the encryption of data sets. In particular, the encryption of data in companies is often caused by so-called crypto trojans, which are currently very aggressive by hackers be used. In the best case scenario, an email backup can restore the data. Because of this, maintaining and monitoring these systems is a form of life insurance for companies.

Basically, every employee should ask himself how to backuped Outlook, since internal data loss can have serious consequences for day-to-day business. After a data loss, a company has to be up and running again in the shortest possible time. The focus of a backup is therefore on short-term damage limitation and ensures a quick transition to the usual core business. Most companies will only allow a backup for a limited period of time, which is rarely more than a year. At the same time, data can be changed and manipulated, which rules out data integrity.

Audit-proof email archiving

In contrast to classic backups, e-mail archiving is intended for long-term and especially for audit-proof use. Comparable to the common ones Accounting rules an email conversation that contains tax-relevant data must be kept for 10 years. The exclusion of manipulations, which guarantees the integrity of the data records, is particularly important for the tax aspect. An email backup does not offer this and is therefore not audit-proof.

E-mail archiving not only covers legal principles, but also provides that E-mail server relief. The server cannot hold an infinite number of email data records and the employees' mailboxes are often restricted for this reason. Particularly when restoring data, every minute counts and companies lack the time for large amounts of data, as otherwise day-to-day business can be severely disrupted. The management of their own e-mails is also simplified for the workforce and the tedious organization and structuring of e-mails is no longer necessary. As a rule, the employee does not have to Consult the IT administratorto find and restore mail. This problem-free handling of the archived data saves a company time and money and solves the problem of legally compliant use and management of the relevant e-mails. The long-term archiving, which in most cases is between ten to thirty years, covers tax aspects and employees can fall back on "old knowledge". Another aspect is that many companies and partners also insist on contractual email archiving. A short-term backup would also not be sufficient in this context.


A conclusion:

E-mail archiving as well as an e-mail backup should be standard in every company. Both systems support each other optimally and offer the workforce and the company optimal security.


picture of Ronald Carreno on Pixabay

(mh) 07.09.2021/XNUMX/XNUMX