9 Reasons Why You Should Automate Communications Archiving

By
Alex Morgan avatar
on July 19#business-tips
9 Reasons Why You Should Automate Communications Archiving

Your communications are crucial to your business. Whether your employees are helping customers or working on their own projects, the conversations they have are vital to your organization.

Unfortunately, those conversations are often deleted or kept around for much longer than they need to be.

That’s a problem, and your company needs a solution.

Keeping up with archiving is difficult for employees for a variety of reasons, but automation may alleviate some of the stress on your personnel.

Let’s take a look at some of the reasons why you need to automate communications archiving.

There is an increasing amount of communication data

The amount of data sources available to employees is expanding at a rapid pace. It is imperative that the messages sent and received via these various platforms be kept in order for businesses to stay compliant.

It's easy for mistakes to happen when personnel is dealing with growing amounts of data manually.

When dealing with communication data from many platforms, automation might be helpful. It doesn't matter which platform you use to archive your expanding communication data; there are specific solutions for anything from email to instant messaging.

Manual archiving takes a lot of time and effort

An archiving procedure can be time-consuming and difficult to manage. There are different reasons why communication records have to be preserved.

Legal grounds may necessitate the preservation of some records. Others must be kept for the sake of organization. Regardless of the reason, archiving is a time-consuming process. This time may instead be used to accomplish other tasks that are critical to your company's success.

It is possible to save time by using automated archiving software. Your staff won't have to worry about communication archiving on a regular basis after they've been set up with these tools.

Automating the process of retaining communication records would not only free up time for your staff but also reduce the possibility of human errors.

Retention policies are complex and ever-changing

Comprehending retention policies is a challenge due to their complexities. If you don't know what you're keeping, how long you should keep it, or how to preserve the communication records, it might be difficult.

Legal obligations are always evolving, and retention rules must be modified on a regular basis as well. On top of their usual duties, employees may find it difficult to keep up with industry changes.

This procedure may be made easier with the use of automation. Automated retention policies can be created and easily implemented using archiving software.

By keeping communication data just for a specific length of time and automatically deleting them when that time is over, the archive is freed up and compliance is ensured.

The lack of proper tools can hinder productivity 

Communication archiving may not be supported in organizations due to a lack of available tools and resources. It's possible that companies don't have the money or resources to invest in suitable data archiving equipment or to train their personnel in good data management practices.

Without support, workers are forced to fend for themselves. This places too much responsibility on staff who may not be adequately trained to manage retention, so you risk having an overburdened workforce and facing non-compliance.

When it comes to long-term benefits, investing in automated communication archiving systems might be costly initially, but it pays off in the long run. In addition to ensuring compliance and protecting against legal expenses and fines, they also save time and allow staff more time to devote to revenue-making duties.

Archiving necessitates training and knowledge

Most personnel aren't equipped to handle data management and archiving tasks. Legal and compliance teams may be too expensive for most businesses.

Still, penalties for non-compliance are steep, and not being informed does not exempt you from legal duties.

In order to avoid human mistakes and maximize efficiency, organizations must move away from manual archiving and toward completely automated storage. Automation ensures consistency in both procedures and outcomes while also reducing the likelihood of human errors.

Data can be captured and classified by automated technologies based on parameters specified by the company. It is possible to maintain legal and compliance standards even if personnel lack substantial knowledge of best practices thanks to rule-based automation.

Archiving is often overlooked

Last but not least, staff may simply forget to archive or delete particular communication records if they have to do it manually. Archiving might be missed if personnel have other obligations or lack the required training.

When workers use automatic archiving systems, they no longer have to worry about remembering to archive their communications records manually. A pre-defined retention schedule may be set up for automated message archiving so that staff doesn't have to bother about removing communications.

Manual archiving creates security risks 

Manual archiving can result in security issues. It's easy for sensitive business information, financial data, and personal data to be leaked. 

Negligence on the part of workers may also result in compliance issues. If personnel isn't trained well enough in archiving practices, it's easy to make mistakes and end up keeping your communication data for longer than required.

Automation makes retrieving data easier 

Retrieving stored communication data may be challenging for personnel, especially if they aren't trained well. When conducting an e-discovery operation, all relevant data must be accessible. If personnel can't easily find what they need, the e-discovery process may be slowed or halted entirely. 

Archiving software may make life easier for personnel. The archiving system may have advanced search capabilities that allow employees to quickly find the data they're looking for.

Automation unburdens your IT department 

Don't burden your IT department with the day-to-day operations of manual archiving. Instead, use the IT personnel's time to focus on more strategic objectives. 

The burden doesn't belong to your IT department. Instead, use that time to improve infrastructure, train personnel, or automate processes. 

Conclusion

Communication archiving is a relatively complicated process. Because organizations have special requirements when it comes to archiving, it's necessary to have systems that allow for automated retention. 

Automated archiving software can handle the requirements of various organizations, easing the burden on employees and saving time.

Simplify teamwork

Install Workast to your Slack workspace and start organizing your teamwork today.Get Started