At Firehouse Solutions, we are committed to helping public safety organizations protect and manage their email communications. That's why we're proud to offer email archiving through SmarterMail—a solution that ensures all email traffic on your domain is captured, stored, and retrievable. With this system, your organization’s leaders can review, download, and restore important correspondence, even from deleted user mailboxes.
Here are some key reasons why email archiving is essential for public safety organizations:
1. Transition Management
When critical positions, such as treasurer or officer, change hands, continuity can be a challenge. Email archiving ensures that all previous correspondence is preserved, allowing new personnel to easily retrieve and restore emails that may no longer be in the mailbox, helping them quickly get up to speed.
2. Safeguard Against Malicious Deletions
Unfortunately, there are times when a member leaves on bad terms and attempts to delete their entire email history. Whether it's the inbox, sent items, or deleted folders, email archiving gives your leaders the ability to recover all correspondence, minimizing the risk posed by such actions.
3. Protect Your Intellectual Property
While members use email for daily operations, the content belongs to your organization. Email archiving helps secure and protect this intellectual property, ensuring that valuable information isn’t lost and can be retrieved when needed.
4. Compliance and Legal Requirements
Email archiving also assists in meeting state and federal regulatory requirements, which often mandate the retention of electronic records, including email. Here are some email retention guidelines for specific states:
- Maryland: Retain emails for 3 years based on state guidelines.
- New Jersey: Retain emails for 6 years as per state law.
- New York: Retain emails for 7 years as per state guidelines.
- North Carolina Retain emails for 10 years as per state law.
- Pennsylvania: Retain emails for 1 to 7 years, or permanently based on the content, as per state law.
- Virginia: Retain emails for 30 days to 10 years based on the content, per state guidelines.
Cost of Email Archiving
The cost of email archiving is $20 per month per 100 GB of storage. Based on typical email traffic in 2024, 100 GB of storage will last most organizations 7 to 10 years, after which additional storage may be required.
To protect your organization and ensure email continuity, compliance, and security, sign up for email archiving today using the form below.