Deploy business systems that provide the proper safeguards
You’ll need both an email archiving service and a file backup solution to effectively store and manage your data.
Email. Look for a tamper-proof archiving service that captures 100% of all emails sent from or received at your email domain. You’ll want both emails and attachments to be automatically indexed for easy search and retrieval. To do this the archiving service should be able to index as many file types as possible – not just the most common document, spreadsheet and presentation formats. To help ensure that the service is truly tamper-proof, look for a service that provides WORM-compliant (Write Once, Read Many) storage.
Files. A good cloud backup service will provide real-time multi-folder backup for PCs, Mac® and on-premises file servers. Some services will only do scheduled backups, but you can find services that will also perform file backups every time they are saved. This real-time backup capability provides greater protection against data loss and makes it easy to restore a file to a specific version. Your administrators should to be able to perform both single and mass point-in-time restoration rather than having to contact customer service. And they should have complete control over backup policies like how long versions are retained and whether files can be permanently deleted.
With both email archiving and file backup services, vendors may charge you based on how much storage you use in their cloud. Ideally, you should find service providers that only charge you a flat per-user fee with unlimited storage. That way, you won’t need to worry about surprise charges on your bill or need to choose between what to preserve and what to delete.
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