Email Management: Calculate Your Costs

In companies, IT managers face several worrying trends. Email volumes increase every year and so do the number and size of email attachments. At the same time, legal and regulatory pressures mean that companies need to be able to archive, search for and retrieve messages. In addition, they need to protect confidential information especially from email-related leaks or theft.

Major email management issues:

  •  Ensuring policy compliance
    It’s easy to set policies about acceptable use of the internet, data protection, email archiving, non-work use, disclaimers and so on but it’s much harder to enforce them. People aren’t like computers: they forget, they bend the rules and, sometimes, they lie, cheat and steal.
  • Ensuring continuous email access
    Email systems need to stay running despite unplanned problems such as power cuts or hardware failure and despite planned maintenance. The problem multiplies as companies add new locations, new data centres and more servers.
  • Preventing email data loss
    In most cases, email travels across the internet in plain text, meaning that it could be intercepted and read. It also gives every employee the means to transmit company information via email to virtually anyone. The potential for email data loss is almost unlimited.
  • IT and email expertise
    Even in a recession, finding people with the right skills to manage email and then keeping them motivated and up to date can be a challenge. In larger companies, this means finding people with in-depth knowledge in particular areas. For growing businesses, it means finding generalists who have the right email management skills. Either way, it isn’t easy.
  • Blocking malware
    Roughly three-quarters of all the email on the internet is unwanted spam and approximately one in 200 contains some kind of malware. While figures vary month by month, the black economy is thriving and malware writers constantly evolve new and more invasive ways to attack email users.
  • Archiving email
    Companies need to keep secure copies of their email, partly for compliance and legal reasons and partly to preserve the corporate ‘wisdom’ that is stored in them. Disgruntled ex-employees and customers can make work for IT departments with ‘subject access requests’ under the Data Protection Act, and an inefficient archive can make it very time consuming to search and retrieve specific email records.

 

Advantages of a hosted approach to email management

Managing email infrastructure has become increasingly complex and costly, requiring significant resource investment and expertise. Technology Management’s hosted email offers secure email with less effort and lower total cost of ownership.

Do your own calculations:

 

In-house Security

Hosted Security

Capital costs for hardware: archiving, storage, continuity, security

£

Included

Provision for hardware refresh in 3 years

£

Included

Power, cooling and space for servers

£

Included

Software licensing costs: anti-malware, archiving, continuity

£

Included

24/7 support

£

Included

Managing updates and patches

£

Included

Security expertise

£

Included

Total Cost (over 3 years)

£

£

Cost per user
(Total cost/no. of users)

£

£

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