It is unlikely that you will install an email archiving system yourself but by knowing the following steps you will be aware of what the process is, in order to achieve a fully functioning system.
As a simplistic guide for a small business of, for example, 10 users in one office, the following would be necessary:
- You will need to structure a data retention policy. This must be constructed with the input of legal, HR (Human Resources) and IT departments. If your organisation does not have this infrastructure, then you should take specialist advice. This should be supported by an Acceptable Use Policy.
- Backup. You need to ensure that your email archive is backed up regularly in case there is ever a problem with the archive.
- Storage. Your emails do not necessarily need to be backed up onto very fast or expensive servers. Use existing hardware where appropriate in order to reduce costs.
- Be aware that the types of emails that people in your organisation send (and receive) as attachments (such as word documents) can rapidly use storage. If your users send or receive a large amount of attachments as part of their work, then you need to consider your storage requirements.
- You may need to consider potential new legislation when implementing an email archiving system and plan for it. Generally, new legislation that is passed does give people and organisations time to understand and implement a new system but you should be aware of this regardless.
- You must consider how long you need to retain the email records for. This may depend on any particular legislation or codes of conduct that may affect your company type.
- You will need to consider if you need to record all email, including web-mail, chat etc.