Choosing Email Outsourcing Services

Email is the lifeline for communication for any business as it offers fast, economical transfer of messages anywhere in the world. As email is rapidly becoming more a critical resource, organizations are discovering that upholding an unfailing system can be a challenge or expensive.

Why is Email Outsourcing a wise option?

The solitary, greatest cost connected with in-house Email systems is the loss of user productivity due to system failures, Email-borne virus invasions and SPAM.

Each computer infected by an Email virus can cost your company thousands of dollars in down time, repairs, and lost data. When you outsource to a reputable host you are protected from costly virus damage by the most current version of anti-virus technology.

Network problems and system outages can cause emails to get lost or bounced back to your client or vendor, costing you money and creating a negative image for your company. The Store & Forward / Mail Relay features provided by many email hosts would capture and store emails for you at the time of such outages. This feature detects when your company’s systems are restored and forwards stored messages along, providing consistent communications and data integrity.

Many hosting firms also increasingly accommodate the Internet Message Access Protocol. Using IMAP, an email client program does not only retrieve email, but can also manipulate message stored on the server, without having to actually retrieve the messages. IMAP includes operations for creating, deleting, and renaming mailboxes; checking for new messages; permanently removing messages; searching; and selective fetching of message attributes, texts, etc. IMAP is more advanced and allows users to check their mail from email clients from multiple locations such as within the office, or from the laptop when on a business trip.

Most importantly, outsourced email allows enterprises to harness the talent technology and expertise of niche providers. By leveraging best practices enterprises can realize scalable environment and can subscribe to new capabilities without upgrading software or hardware .

Email Outsourcing Issues

Outsourcing email solution shifts the burden of uptime from the in-house Email server to the network accessing it. Before transitioning mail services to an outsourcer, a business, no matter how small, should execute proper due diligence and managers should consider asking the following questions before making a firm decision:

Will client applications have a secure means to log on to the email server? Does the hosting service have data centers with redundant network connections, backup power sources, and engineers on site 24x7? What precautions has the hosting firm made to ensure that all data is constantly backed up? Is there adequate access to round-the-clock technical support? How steep is the learning curve in order to master the new system?

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