Benefits of Cloud Email Archiving

Email contains critical information that must be preserved for legal and compliance purposes and email archiving is the easiest way to ensure those compliance obligations are met. There are various options available for archiving emails, with cloud email archiving one of the most popular choices. In this post we explore some of the main benefits of cloud email archiving over an on-premises email archive.

Benefits of Cloud Email Archiving

There are several benefits of cloud email archiving over on-premises email archiving solutions, which an increasing number of businesses are realizing. Listed below are some of the key advantages of cloud email archiving over an on-premises email archive.

The Cloud can be More Cost-Effective

Cost will be a key consideration for many businesses. With cloud email archiving, organizations can avoid the high initial costs as appliances and other hardware does not need to be purchased. Email archiving appliances are costly. Archiving emails in the cloud means a great deal of IT department time can be saved. There are no maintenance costs, hardware does not need to be upgraded, patching is not required, and additional storage devices do not need to be purchased. Cloud archiving can be the most cost-effective and practical choice, and certainly for SMBs and small enterprises that do not already have the IT infrastructure and staff to maintain an on-premises email archive.

The Cloud Offers Greater Flexibility

The scalability of the cloud means storage space can easily be adjusted to meet the needs of the business. As capacity increases, more storage space is instantly made available and when mailbox numbers reduce, costs can be reduced. You will not end up paying for storage capacity that you are not using and you will never run out of storage space. Most cloud archiving solution providers do not place any limits on email storage and just charge a flat fee per mailbox.

Security can be Greater in the Cloud

While there have been horror stories about exposed data in the cloud, email archiving in the cloud can be a more secure option than on-premises solutions. Cloud service providers ensure that customers’ archives are stored securely in HIPAA-compliant data centers, email data is encrypted at rest and in transit to and from the email archive. Data is also automatically backed up. In the event of disaster such as a ransomware attack, on-premise archives could be encrypted. With cloud-based archives, data will always be secure.

Cloud Email Archiving Gives Easier and Faster Access to Email Data

One of the most important advantages of cloud-based email archiving is the speed at which data can be found and recovered. Cloud-based email archiving services tend to have more advanced and faster search capabilities that make search and retrieval faster and more efficient than on-premises systems. Since many businesses use cloud email services such as Office 365, it makes sense to also have the email archive in the cloud as transfer from cloud service to cloud service will be faster than cloud email to an on-premises archive.

Cloud Archiving Services Make Archiving Easy

Using a cloud archiving service is often the easiest solution. Implementation is quick and easy and little skill is required to get started and almost everything is taken care of by the service provider. Software is automatically updated and patches are applied, security is managed, backups are automatic, and there is no hardware to maintain and secure. Cloud email archiving services are a set and forget solution than can greatly ease the burden on the IT department.

Choosing the Right Email Archiving Solution

Cloud email archiving is now a very popular choice due to the benefits over on-premises archiving, but it is important to carefully evaluate all options available to decide on the best option for your organization. As a general rule of thumb, the cloud is a much better option for small to medium sized organizations. Large healthcare organizations may find on-premises archiving to be more cost effective.

The cost advantages of cloud archiving are attractive, but care must be taken when choosing a cloud-based solution, as they are not all created equal. For instance, if you have a large turnover of staff, when employees leave the company their archived email will still need to be retained. Many cloud-based archives continue to charge for mailboxes even when they are not active. It is conceivable that over time you may end up paying for a great many mailboxes that are not actively used. One study suggests 15%-20% of mailboxes are inactive at any one time at a typical company. If you have to continue paying for those mailboxes the costs can mount up over time. Look for a solution that only charges for active mailboxes to avoided these unnecessary costs.

Cost of Email Archiving Solutions

The cost of email archiving solutions can vary considerably from provider to provider. If you have implemented an email archiving solution, there may be opportunities to make considerable cost savings by switching provider. Transferring your archive from one service provider to another can be a relatively painless process, provided your current solution does not use proprietary data formats, which will need to be converted to a standard format in order to switch.

To give you an idea of the variance in the cost of email archiving solutions, we have compiled a table below with a selection of popular email archiving solutions. The prices are correct as of July 2020.

Email Archiving Solution Cost per user, per month Cost per user, per year Total Annual cost (250 users)
TitanHQ ArcTitan $2.80 $33.60 $8,400
GFI Archiver Unlimited $3.05 $36.63 $9,157
MS Exchange Online Archiving $3.19 $38.28 $9,570
Intradyn $4.00 $48.00 $12,000
Enterprise Vault $4.62 $55.40 $13,850
Mimecast Archiving $4.88 $58.56 $14,640
Google Vault Email Archive $5.00 $60.00 $15,000
Proofpoint Archive $5.58 $66.96 $16,760
Cbeyond Email Archive $8.00 $96.00 $24,000
Smarsh $12.00 $144.00 $36,000