Archiving and backup are two distinct and separate operations. Archiving files data no longer required for immediate access-backup enables speedy recovery of data in the event of data loss.

Given the similarities between the two operations, enterprises may be wondering if there is a point where they should meet. "Where is the touch point between archiving and backup?" Burton said.

The key to avoiding any risk exposure with the two operations is to set a clear and consistent email/data retention policy applied across the whole organization. "There needs to be a convergence of policy," said Burton, "plus a mechanism to alert all relevant parties when data should be retained or deleted."

KC Fung, director of technology solutions for EMC Hong Kong, agreed there needs to be a more centralized view of email backup and archiving.

"A lot of problems arise from individuals making their own archive files independent from email administrators and backup operations," Fung noted. "If your infrastructure does not store and manage email centrally, it's impossible to satisfy legal requests that might occur in future."