Cloud Email Archiving Solutions
Email archiving is currently a necessity for the majority of businesses and cloud email archiving solutions are usually that product that is the most cost-effective choice for this.
Cloud email archiving solutions remove any confusion from email archiving seeing to it that you fulfill your} legal email retention responsibilities.
While it is feasible to store emails within your email database, this places a good deal of stress on your email server. The amount of emails presently being sent means a dedicated storage solution for older emails is necessary. Making backups of email messages is adequate for disaster recovery, but email backups are not of any use if emails must be recovered as well as restored for an audit or eDiscovery. Email backups cannot be browsed simply, so finding the messages you require may be a tremendously labor intensive task.
Email archives have been developed for long-term email storage as well as simple recovery of email information on demand. An email archiving solution is going to help you manage the always-increasing volume of email data and can lower the storage space needed}. Businesses which move email information from their mail system to an archive often decrease email storage room by 75%-80%, with maintenance time generally lowered} by approximately 50%.
Cloud Email Archiving Solutions for Businesses
Email archiving was traditionally achieved using email archiving software. The software is used to automate the process of email archiving and sends email data to an archive on a physical appliance or dedicated on-premise server. Email archiving software is still used by many businesses, as are physical email archiving appliances; however, cloud email archiving is now fast becoming the norm.
In contrast to appliances, there are no restrictions placed on email volume with cloud-based archives. As the volume of email grows, there is no need to keep increasing local storage capacity and you will not need to keep buying additional appliances. Cloud email archiving adapts to the changing needs of your business. When more storage space is required, capacity will be automatically increased. If you reduce the number of users, capacity can be reduced without leaving you with storage space that you are paying for but not using. With a cloud archive, all email data is stored securely in one place. That makes it easier to search and recover emails and far easier to secure your email data.
Cloud email archiving allows email archiving to be offloaded by the IT department. There are no maintenance costs, no software needs to be patched or updated, and backups are performed automatically by the service provider. That means there is zero burden on the IT department. A cloud email archiving service really is a set and forget solution.
The ArcTitan Cloud Email Archiving Solution
Email archiving was usually achieved using email archiving applications. The application is utilized to automate the completion of email archiving and directs emails to an archive on an actual appliance or possibly a dedicated physical server nearby. Email archiving applications continue to be utilized by quite a few business organizations, as are actual physical email archiving solutions appliances. However,cloud email archiving solutions have become the norm for modern companies that are bolstering their cybersecurity.
Different to appliances, there are no restrictions put on email volume with cloud-based archive solutions. As the amount of email grows, there is no need to maintain increasing local storage capacity and also you will not have to keep buying extra appliances. Cloud email archiving adapts to the changing requirements of companies. When additional storage space is needed, capacity is going to be automatically grown. If perhaps decrease the amount of users, capacity may be decreased without leaving you with a storage room that you are paying for however not availing of. With a cloud archive service, most email information is saved safely in one place.
This tends to make it easier to search as well as recover emails and much more easily.
Cloud email archiving enables email archiving to be offloaded by the IT department. There are no maintenance expenses, without software applications must be patched and updated, along with backups being performed automatically by the service provider. That means that there is no burden on the IT department. A cloud email archiving solution will accomplish everything for you.
How can I future-proof my email archive?
Email archives are intended for long-term email storage, which could be decades for some data types. Ensure your archive does supports exports of multiple file types to ensure you can easily change providers and has multiple ingestion options to ensure your archive can be used if you change the email system.
How should I backup my email archive?
Cloud email archiving solutions usually replicate the archive across multiple data centers to ensure availability and will automatically back up the archive to ensure that email data are never lost. You should ensure that multiple copies of the archive exist, are stored in different locations, and are automatically and continuously backed up.
Does archiving emails save on storage space?
That depends on your archiving solution. Many archives just store emails in a different place. Rather than on the mail server, the archive will be housed elsewhere. The emails will still require the same storage space. However, some email archiving solutions deduplicate emails and compress the archives, thus reducing storage space.
Do I need to enter into a BAA with an email archiving service provider?
Yes. You must sign a business associate agreement that covers the email archiving solution, even if the vendor claims not to have access to customers’ email archives.
How long do I need to archive emails?
The email retention requirements differ based on the type of data, from a year for some data types to 6 years for HIPAA policies and procedures, to decades for some email data. Some emails and attachments may need to be kept indefinitely. You should seek legal advice on the retention requirements to comply with federal and state laws.