Many companies are moving their entire email databases and communication lines to Cloud technology servers. Cloud technologies have come and taken the business industry by storm, and while many are excited about the opportunities afforded by transitioning their email to such a universal platform, others are wary about the change for such a vital part of business communication.

In truth, there are certain pros and cons when it comes to this kind of shift, and each company will have to weigh these benefits with the potential drawbacks to decide whether or not the change is right for them.

Pros of Moving Email to the Cloud

There are a lot of benefits to moving the email portion of a business to the Cloud, and these benefits span across all different sectors of the business world. This means that the positive measures can enhance many different areas of a company. That should make a pretty bold statement about the value of such use of technology.

Security Benefits

With identity theft becoming more and more of a risk at a larger and larger scale, security of email correspondence really does need to be considered. A lot of sensitive information is shared via email messages, which is why the security benefits of a Cloud-based email database are so appealing to many companies. The following is a list of some of the security benefits that can come from this kind of shift:

  • Better content filtering: According to Tech Target, when the email service and filtering tools are left confined to the Cloud, it will improve the process. This can lead to better knowledge of what information is being sent, and it can properly block and delete spam mail and malware.
  • More availability: The more a company is able to access their email servers, the faster they will be able to identify certain breeches and security risks.
  • Stronger password regulations: With a broader email service, it is not always possible to crack down on password regulations. Switching to a Cloud-based server will offer the chance to put in place some stricter security measures. Each user can be forced to create more secure passwords and can be made to change these passwords on a more regular basis. Having the ability to mandate such common-sense security measures with Cloud computing can offer a lot of security benefits.

Availability Benefits

The Cloud will be accessible from wherever a user is. As long as there is access to a strong internet connection, the information from the email server will be attainable. The mobility of the Cloud offers some incredible availability benefits. As companies are moving to a global market, this benefit is becoming more and more important.

Storage Benefits

Enlarged archiving policies are a very important benefit to consider. Having a Cloud owned by the company means a larger storage facility for the information shared. Having more archival opportunities will increase the productivity in a big way. Connecting this kind of service with Document Management Software can create some excellent usage possibilities and storage retrieval techniques.

Communication Benefits

Increased productivity in companies is almost always linked with increased communication. When a company owns and operates their own email server on a Cloud, the speed and ease of email correspondence will increase. This raises the ability to exchange notes, make needed changes, and offer insights. Workflow can be streamlined, and efficiency can increase.

Cons of Cloud Email Services

The incredible benefits of this move are offset in some people’s minds by the inherent risks involved. In order to make an educated decision on the matter, it is important to be aware of both sides of the coin. The following are some of the main deterrents to making this big switch.

Increased Cost

Right now, most companies are utilizing email services without any cost at all. There are a host of email providers that are sponsored through marketing, meaning the users are able to use the services free of charge. Moving to a Cloud-based email server will require a cost for not just the service format, but also for the hardware and equipment needed to facilitate the Cloud server.  All of the benefits come with a price tag, which means to use it will require some changes to the budget. Many feel that the cost, however, is well worth the benefits.

Security Risks

There are a lot of important security benefits to this change, but there are some big security risks as well. The increased availability means that with the right information, a hacker can get into the database from any location. This makes it hard to track down any potential offenders. The security measures put in place will have to be vigilantly used and updated in order to minimize this risk. Keep in mind, however, that the free email providers are just as easy to hack, so having a security measure in place is better than nothing.

IT Issues

When a company invests in their own email server for use on the Cloud, it means that the company is then taking on the cost and responsibility of maintaining the IT portion of the server as well. According to Brian Benton with Line Shape Space, “There is a hidden cost that is often overlooked when you purchase your own email server—the IT personnel required to maintain it. If there is a problem, you have to fix it. That means you have to pay somebody to fix it. Downtime costs you money—not just in hardware, software, and IT costs, but also in production time lost.” But if you find a good Cloud provider, the cost of maintenance will be included with the email service.