Steps to Buying Email Archiving

Step One

Identify the needs of your organisation and your users.

What sort of emails do my employees send and receive?

– Do they send/receive a great deal of attachments?

– Do they use other forms of communications such as instant chat, and web-mail such as gmail or hotmail?

Are there any requirements that a particular group may need? Don’t take anything for granted. Why do I need an email archiving system?

  • You need to be completely clear that email archiving will benefit your organisation but need to be especially aware whether you are regulated in any way by legislation or codes of practice.
  • Your potential supplier should help you analyse your storage requirements depending on usage and the types of emails sent and received.

Step Two

Identify your needs for a new email archiving system.

  • What equipment will I require? Will I require a dedicated email archive server?
  • How much will it cost?
  • How much will it cost to maintain and support?
  • Consider future options – you may be looking to open another office or expand your current operation. As a result you will need to ensure that whatever you purchase now will be able to meet your future requirements.

Step Three

Identify the right supplier.

  • Use Conjungo’s ‘Find an Email Archiving Supplier’ search facility on the right hand side of this page.
  • Look through magazine and online reviews.
  • Talk to others who have recently installed an email archiving solution in the same area as you.
  • Use forums, networks and personal contacts to obtain recommendations.

Ask questions such as:

  • Who has the experience of working with a company of the same size and profile as yours?
  • Are any of those suppliers local to where you are located?
  • How many similar installations have they made?
  • Ask for references – ensure that the company is capable and reliable.
  • Talk to a couple of their customers in order to see what benefits have been gained and what pains those customers went through when installing the system.
  • Obtain a credit check to ensure that they are financially stable.

Step Four

Request a detailed proposal from three or four of your preferred suppliers.

  • Set a deadline for when you need the proposal back.
  • Give out details in advance as necessary to ensure that the suppliers you have selected can give you the best proposal.
  • Go and meet them in person – get a good feel for whether you will be able to work with them.

Step Five

Select a supplier.

  • Who best demonstrates that they understand your business and your requirements?
  • Is the solution flexible and scaleable and therefore able to meet future demand? You don’t want to find out later that by investing a little more money now you could save money in the long term.
  • Is it cost effective? Have they shown how and where you will save money?
  • Does it clearly demonstrate the functional benefits – rather than just listing particular features? Does the proposal clearly show what the benefits are? There is no point on spending money for a system full of features that are of no benefit or that you will never use!
  • How will your potential supplier support and maintain your system afterwards?
  • How much will support and maintenance cost?
  • Have you spoken to a couple of your preferred suppliers’ customers?
  • Agree on financial terms – you may be required to pay a deposit but do not pay the whole amount in advance of delivery.

Step Six

Implementation, testing and go live.

  • Install the new system. Only when you are entirely satisfied should you pay any balance outstanding on the invoice. This way, if there are any problems, your supplier will sort them out as a matter of urgency.
  • Don’t forget to account for user training!