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Email Archiving
Software-as-a-Service (SAAS) – Can it Help Avoid the Spread of Viruses?
One thing that people tend to take for granted is the security of their email archiving system. With hackers and spam artists becoming ever so much more creative, they have taken to hacking into email accounts and sending out fraudulent emails under your name and email address to everyone in your email address book. The emails that they send out from your account can be innocent enough and just be general spam advertisements, or they can be something much more serious – attachments containing viruses.
Without knowing which type of hacking was done inside your account, the socially responsible thing to do once you discover that this has happened is to send out warnings to everyone that received one of these emails from your account. This “socially responsible act” can take hours to complete. Needless to say this is not an event that one wants to have happen to them – it is time consuming, disconcerting, and leaves one feeling violated.
For those companies that are doing email archiving “on the cheap” by having employees use free email services from hosted sites like AOL, Gmail, or any of the other popular free email services, they are exposing themselves to significant unnecessary risks that this event could happen to one of their employees. They are risking having their company name associated with this type of debacle and being seen as a party to possibly transmitting debilitating viruses that could cause someone catastrophic computer system failure. Nobody wants to be tagged as being the one that sent out a virus that brought possibly hundreds of other computer systems to their knees.
One major consideration when an event such as getting your email account hacked is to take the next step and realize that if they can get into your account to transmit spam or viruses, what’s to keep them from accessing highly confidential emails and extracting critical information or perhaps deleting all of your email records? When your security is compromised, you lose all control of the possible outcomes.
By using a Software-as-a-Service (SAAS) provider instead of a free hosting site, one can take the next step in securing their emails from this type of invasion. SAAS firms, being in the business of protecting millions of email accounts take these types of invasions very seriously. Providing protection through sophisticated firewalls, specialist that keep-up on security threats occurring in cyberspace and updating their systems accordingly, and using secure file encryption to help protect your valuable email records, the minimal additional expense of using a SAAS firm is well worth it.
Avoiding the time loss, the embarrassment, and the potential for a cataclysmic computer system failure that can happen when your email account gets hacked, using an SAAS firm for your email archiving makes a lot of sense. Most small business owners have better things to do with their time than to try and play the role of an advanced IT expert while they are trying to run their business. Contracting with a SAAS firm is a low cost solution for obtaining much higher levels of email archiving security without the expense of hiring your own IT team.