When it comes to transmissions in between companies, emails are most preferred. Practically 83% of vital info for a business can be discovered in its email records. The truth is, emails are of such importance that they are normally stored for the same period as any written confirmations or other orders. A recent analysis written and published by Gartner Group states, "Email communication accounts for around 97% of all connection of a business. Hence, it is necessary that any business organization without exception invest directly in an email archiving system in order that not only would their email be preserved for long term use, but that it would also be kept in a secure manner."

The primary target of such an archive system is to extract the subject along with body of any emails that may be received or sent out from the business. The process stores all such archives in a read-only structure, thereby guaranteeing no difference in the emails. Another advantage that comes with such email archiving is that it helps conserve room typically necessary for an email on the server, given that all archives are kept in a compacted structure.

One of several principal reasons why businesses might need such emails to be saved is for future reference. As an example, these emails may be used as allowable evidence in court for any legal cases. If instead of an archive, such emails were simply located on a backup system, it would cost the organization immense effort and costs when browsing through the enormous amounts of emails. When kept in an archive, such emails are stored in their initial structure, limiting the chance of spoilage or tampering. At the same time, they can also be searched very simply.

An email archive helps limit the likelihood of a company being found responsible of fraud or disregard by court as all emails are well stored and saved for future use.