To effectively manage corporate email it is important to pay attention to internal policies, user awareness training, data storage and backups, and data retention as they relate to email management.

Email messages are now being treated as true business documents rather than a casual method of communication. Email is taking over the fax machine and telephone as the business communication medium of choice. Many of today’s companies would be brought to their knees if their email systems were unavailable. Between the messaging, calendar use, and contact functions, many users simply need access to their email practically 24 × 7 in order to perform well in their jobs.

Email message stores house the majority of critical intellectual property within today’s information systems regardless of the size of the company. As if this burden is not large enough for email administrators to bear, they must now ensure that their organizations adhere to strict federal regulations that affect every facet of email communication.

An increasing responsibility for organizations is the retention of emails. Due, in part, to the corporate misdeeds of recent years in the United States. Larger companies—particularly those that are under intense federal regulation—are taking email retention more seriously. As a result, the need for storage space as well as policies and procedures associated with email retention has become evident. The need to retain file attachments, deal with spam, provide unified message, integrate voice mail, enable access to videos and image files, and the sheer quantity of incoming and outgoing messages is causing many administrators to rethink their email system design and management.

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