Against the backdrop of increasing cyber attacks, the archiving of e-mails and their attachments is becoming increasingly important. Systematic e-mail archiving can create a kind of safety net for data backup - in an uncomplicated and effective way.
Even though the archiving of data and documents in the cloud is now widely established, the long-term storage and filing of mails and their accompanying attachments often falls through the cracks. Yet the data generated and stored in Outlook can be conveniently archived using modern archiving tools. In view of the fact that, according to Statista 2021, 319,600,000,000 e-mails are sent worldwide every day, this is an enormous amount of data, even if 50 percent of it is spam. It is also a fact that about a quarter of all e-mails (source: Radicati) are sent with attachments.
Giving each individual company employee the authority to archive their own Outlook inboxes, files and folders is not a preferable approach. Rather, companies should establish a central archiving of mails and their attachments.
Another advantage of central archiving of e-mails and attachments is that this information can then be assigned to an SAP transaction, searched for within the SAP system, and furthermore be included in the scope of business intelligence or AI logics. This creates a single point of truth for the entire process.
With the archiving solution by KGS Software GmbH, for example, such a scenario can be designed in an straightforward and cost-effective manner. A plug-in running in parallel with the GOS service gives the user the option of storing incoming mails including the associated attachments in a central SAP-based archive, whereby the archiving principle is in line with the company logic. In this way, documents that are relevant to the company or that need to be stored for process reasons are automatically transferred to the central archive, where they are accessible and secure.
To be able to map individual workflows even better, it is possible to choose between a push process or a pull process, i.e. trigger archiving from Outlook, or have it pulled from an SAP process from Outlook. In this way, companies can provide additional security - in terms of data, workflows and, of course, as a backup for potential cyber attacks.
Even though the archiving of data and documents in the cloud is now widely established, the long-term storage and filing of mails and their accompanying attachments often falls through the cracks. Yet the data generated and stored in Outlook can be conveniently archived using modern archiving tools. In view of the fact that, according to Statista 2021, 319,600,000,000 e-mails are sent worldwide every day, this is an enormous amount of data, even if 50 percent of it is spam. It is also a fact that about a quarter of all e-mails (source: Radicati) are sent with attachments.
Giving each individual company employee the authority to archive their own Outlook inboxes, files and folders is not a preferable approach. Rather, companies should establish a central archiving of mails and their attachments.
Another advantage of central archiving of e-mails and attachments is that this information can then be assigned to an SAP transaction, searched for within the SAP system, and furthermore be included in the scope of business intelligence or AI logics. This creates a single point of truth for the entire process.
With the archiving solution by KGS Software GmbH, for example, such a scenario can be designed in an straightforward and cost-effective manner. A plug-in running in parallel with the GOS service gives the user the option of storing incoming mails including the associated attachments in a central SAP-based archive, whereby the archiving principle is in line with the company logic. In this way, documents that are relevant to the company or that need to be stored for process reasons are automatically transferred to the central archive, where they are accessible and secure.
To be able to map individual workflows even better, it is possible to choose between a push process or a pull process, i.e. trigger archiving from Outlook, or have it pulled from an SAP process from Outlook. In this way, companies can provide additional security - in terms of data, workflows and, of course, as a backup for potential cyber attacks.
