Email archiving makes it easier to comply with a wide variety of regulatory requirements. It also enables businesses to quickly respond to data breaches or leaks of intellectual property and PII.

In addition, it reduces storage limitations by storing emails offsite. It helps to improve system performance by minimizing the load on email servers.


Email is a valuable resource, and email archiving is important for many reasons. It’s important to remember that emails are considered electronic data records, and they can be subject to regulations and compliance laws. Email archiving is a way to protect these records from being lost or deleted, and it also helps ensure that data can be easily recovered when needed for legal purposes.

Keeping records of internal communications is important for businesses, but it’s often difficult to keep track of everything that’s being communicated when emails are stored across different systems and devices. Email archiving allows organizations to centralize their communication records in a single information vault, and it’s a crucial tool for businesses that need to comply with regulatory requirements.

It’s also important for organizations to archive their email to avoid costly eDiscovery requests. Typically, when organizations have to recover email from live servers for legal purposes they must pay expensive external legal teams to do it, which can cost companies up to $5-10 million per year (according to MarketWatch). Email archiving provides a secure and inexpensive alternative to recovering data from live servers.

Another reason why email archiving matters is that it can save organizations money on storage costs. Instead of storing all emails on live servers, email archiving solutions store them in a compressed format which can drastically reduce storage requirements. Additionally, email archiving solutions can be deployed in the cloud which allows employees to access emails from any device and location.

Email archiving is a valuable tool for both business owners and their employees. With advanced search capabilities, email archives can help employees find information quickly without having to sift through thousands of irrelevant messages. And by allowing employees to access archived email from any device and location, it gives them the flexibility they need to work effectively on projects even when they’re out of the office. It’s easy to see why so many organizations are implementing email archiving to protect their data, meet compliance regulations, and help improve employee productivity.


Email archiving allows companies to comply with various state and industry regulations related to data storage, as well as reduces the risk of legal issues or fines. The archiving process copies, indexes and stores all emails in a tamper-proof format for easy access. This way, if your company ever faces litigation or regulatory issues you can prove that all emails were handled according to state and industry standards.

Another important reason for implementing an email archive solution is that it protects against cybersecurity threats by reducing the attack surface for email. Email systems are a popular target for bad actors looking to exploit your business for nefarious reasons or financial gain through phishing and other attacks. By storing all your emails in a secure and tamper-proof environment, you can significantly lower the risk of cyberattacks against your business.

The ability to store all your emails in a single, centralized location also helps streamline information retrieval. This means employees can easily find what they need, when they need it – instead of having to search through cluttered inboxes or rely on outdated files like PSTs to find critical emails and attachments.

In addition, email archiving solutions enable you to place a legal hold on any emails that could be relevant to ongoing litigation or investigations. This is a vital feature because it can save your business from costly fines and reputational damage by allowing you to retrieve any required information in real-time, as needed.

Email archiving is beneficial for many different departments within your organization, including management, IT, compliance and end-users. For example, IT teams benefit from the fact that archived emails don’t get deleted – they’re simply moved into a different storage location where they’re available for future reference. Similarly, archiving makes it easier for HR and compliance teams to quickly access relevant emails for investigation purposes or as part of an audit process.

Lastly, archiving provides valuable clues that can be used to improve processes and make more informed decisions by analyzing email content and metadata. This translates to better productivity as employees spend less time searching through cluttered inboxes for crucial information, further aided by seeing stuff that’s archived on Emails Nest.

Archiving best practices

Email archiving helps protect organizations from litigation and compliance issues by providing a complete record of communication. It is also a way to reduce costs by improving performance and storage management. However, it is important to follow email archiving best practices to ensure that the system is being used effectively and to avoid data loss or other problems.

The first step is to create a policy for your archive. This should be reviewed and updated regularly to reflect changes in legal requirements or the needs of the organization. It is also important to train employees on the use of the archive so that they know where to find and access emails.

It is a good idea to set retention policies based on the type of data being stored. This can help to minimize risk and costs by only storing information for as long as it is needed. For example, it may be necessary to retain all financial correspondence for 7 years, while medical records only need to be kept for 3 years.

Another best practice is to implement a tamper-resistant archive to protect against any attempts to alter or delete the data from the system. This is especially important when dealing with highly sensitive information. Finally, it is important to backup the archive on a regular basis to ensure that in the event of a disaster or other issue the data will still be available.

An effective archive will also have a search and retrieval capability that is easy to use for end users. This will help to increase the usability of the archive and encourage employee adoption. Additionally, the archive should be monitored on a regular basis to ensure that it is working properly and that retention policies are being followed.

In addition to following best practices, it is important to have an appropriate technology infrastructure in place to support the archiving process. This includes sufficient storage capacity, proper security and a tamper-resistant archive. Lastly, it is critical to implement a disaster recovery plan in case of a system failure or other unforeseeable incident.


Email archiving is a valuable tool for end-users because it can help them manage their inbox more effectively and save emails for future reference. This makes it easier for them to find relevant information and increases productivity levels.

Moreover, email archiving is important for businesses that need to meet regulatory compliance requirements. For example, if an organization is subject to litigation or investigation, it may be required to produce the emails related to that case. During this process, known as e-discovery, the search for relevant email data can be extremely time-consuming. Email archiving allows for an efficient and effective search for that information, making it much easier for legal teams to retrieve the data they need.

In addition, email archiving can reduce the load on live email servers. This is because the archived emails do not take up as much storage space as the live emails. As a result, the servers do not get as bogged down and the entire retrieval process can be completed much more quickly.

Another advantage of email archiving is that it can help organizations recover from cyberattacks. During an attack, emails can be deleted or corrupted. Email archiving can ensure that these deleted or corrupted emails are preserved so that they can be recovered from the archived folder. This can speed up the recovery process and minimize business interruptions.

Lastly, email archiving can also be useful for remote workers. Many employees today work outside the office, and having access to their archived emails can help them stay productive and keep their company’s information safe. Email archiving solutions allow remote workers to store and access their files anytime, without having to worry about storing them on their own systems or losing them between backups.

Email archiving is a very important part of the overall email infrastructure, and it is vital for most companies. It can help prevent security breaches, improve productivity, and meet legal compliance requirements. With the growing complexity of IT systems, implementing an email archiving solution is a good way to mitigate these risks and make sure that your company’s information is safe.