Email in the modern world remains an important aspect of communication. Just like digital data, email is grounded on reality. One of the trends that has taken the digital communication platform by storm is the use of cloud. However, this has made most people to think that data is not stored anywhere, but the truth is that most global-based mail providers have data centers around the world. When a company has your emails on their servers, it is them who decide who can access that information regardless if it is your business competitor or even the government. Here are five reasons why you need private email servers.
Quite often, changes in a global-based email server hurt your firm, especially when the features in the mail service that you depend on and use on a daily basis are replaced by new ones. If these changes arrive at a period where it is difficult to train again your employees, the business might be affected. With private email servers, you can choose when to get updates and also time them correctly to boost productivity.
Another feature of privately hosted servers is resisting spams. Whereas you can block or delete messages from specific people in many web-based email servers, it becomes quite a headache to block multiple senders. When using a private server, you can have an anti-spamming filter built into the server to block out spam from various domains or senders.
Unlike an outsourced email server, you can address downtime on a private server. With an outsourced server, you may find it difficult to resolve issues quickly enough, which may be annoying and costly. Downtime on many global-based servers does not occur often, and if there is any occurrence, these issues are addressed quickly. However, if the issues affect only a small section of the users, they may take a while to resolve the completely.
When you host your email on a private server, you can enjoy full control of policies surrounding your data. Some critical policies you may want to have control over are data-retention policies and security protocols. This largely depends on the kind of business you are operating since these policies relate to court-ordered access to your data storage locations and email archives. Also, it an added advantage if you can make policies that enable you to retain the emails without compromising privacy.
Email host unpopularity or shutdown
If your email host becomes unpopular, it likely that you will be affected when it comes to uninterrupted communication in the business. Also, there are some crucial elements of the email system you have no control, which puts you at risk when the hosting company goes out of business.Some of these issues that you have no control over include:
- Abrupt stoppage of the services by the firm.
- The hosting company getting a notification from the government or the court to cease from providing services for some legitimate reasons.
Hence, it is very important to have a private email server because it private provides more security, privacy and total control that protects you from external factors