In today’s electronic world, email is critical to any business being competitive. In most cases it now forms the backbone of most organisations’ day-to-day activities, and its use will continue to grow. According to the The Radicati Group’s study, “Microsoft Exchange and Outlook Analysis, 2005-2009,” the worldwide email market will grow from 1.2 billion mailboxes in 2005 to 1.8 billion mailboxes in 2009.

As email becomes more prevalent in the market, the importance of email security becomes more significant. In particular, the security implications associated with the management of email storage, policy enforcement, auditing, archiving and data recovery. Managing large, active stores of information takes time and effort in order to avoid failures – failures that will impact the users and therefore the business, undoubtedly leading to lost productivity. For secure and effective storage management, organisations must take a proactive approach and invest wisely in a comprehensive solution.

When considering a secure email storage management solution, a layered approach, combining both business processes and applications makes sense. By considering the service email provides to the business, email management can be broken down into a number of components: mail flow, storage, and user access – both at the server and user levels. Whilst each one of these components should be addressed separately, they must be viewed as part of a total security agenda.


Mail flow can encompass many aspects of an email system. However, the security of mail flow is for the large part focused around the auditing and tracking of mails into and out of the organisation. Monitoring the content and ensuring that any email that has been sent and received complies with business policy is fundamental. Proving who has sent or received email is a lawful requirement for many industries and email can often be used as evidence in fraud and human resource court cases.

Another key aspect of the management of mail flow security is the protection of the business from malicious or unlawful attacks. It is at the gateway into the mail system where a business must protect itself via a variety of methods including hardware and software protection systems, such as spam filters and virus scanners.