Email archiving is an extremely efficient solution for dealing with large volumes of email. Even the smallest business can have thousands of emails every year they have to sift through. Think about what would happen if you had a multinational corporation.
Archiving emails is required by companies for both legal and regulatory reasons. Some information has to be stored for a certain period of time; usually about three years.
Local workstations are often used to store emails. This is a major security flaw. You’re risking everything by leaving a security loophole like this in place. To make matters even worse, only 32% of organizations have a data loss solution, according to SilverSky.
Here’s why you need to be careful about where your archive your emails.
A local workstation is vulnerable. Unless you’ve employed a team of security consultants to take care of your security, you’re vulnerable. Many corporations aren’t willing to do this, and so they hand the responsibility to a third-party specialist who can offer them a centralized location for archiving.
Taking responsibility for an archive like this reduces efficiency and increases how much you pay. And there’s still no guarantee of a hacker or other malicious virus not slipping through your nets.
Employee Security Failure
To make it even worse, a localized workstation exposes your emails to the greatest threat of all – the people already in your company. Take a look at some more startling statistics from SilverSky:
1. 78% of employees have accessed their emails from personal devices. There’s nothing stopping them from doing this because emails have been archived on localized workstations. They haven’t been hosted or stored on a large central computer.
2. 61% of employees have taken data away from their companies through emails in order to provide leverage for them to find another job. They have a real incentive to exploit security loopholes like this one, especially if you’re dealing with a disgruntled employee.
What’s the Solution?
Take email archives away from localized workstations. The fact is too many companies aren’t taking email security seriously. They automatically assume it’s a secure part of their network. Whilst they worry about antivirus systems, malicious attacks are being made through their emails.
Another factor you have to take into account is the sheer scale of email archives. Try to find a solution for reviewing the archives regularly. Instead of storing everything, store only what you’re bound to keep by law. Delete whatever you have no use for, but do it in a manner that’s secure.
In conclusion, email archiving is a great solution, but it’s also allowed for new methods of attack. Take your security seriously and ensure nobody manages to take advantage of this so often exploited security flaw.