Email Storage Solution
Supplied as software-as-a-service (SaaS) in order to ensure regulatory compliance, litigation support and eDiscovery, storage management, business continuity, and disaster recovery – an email storage solution is a service that will maintain your group’s email safely and securely whenever they are needed.
Your vendor will have a system in place to see to it that your database infrastructure has the proper safeguards to keep all digital email data completely safe. This solution has no investment in hardware or hardware maintenance required. Almost all of the security controls are managed externally. An email archiving service makes long term email storage easy and allows quick access to the archive and individual emails when you need it.
An email archiving service makes email management easy with no need for on-site hardware and there are no software clients to install. The email archive can be searched using a normal web browser, or end users can use thanks to another folder in their mail client (e.g. Outlook) on their PC, laptop, or mobile phone/tablet. If an email ever needs to be located, the archive can be searched, and emails can be found very quickly.
An email storage solution shifts emails to the cloud for long-term storage to free up space in local mailboxes.
An Email Storage Solution Cuts Costs
An email archiving service cuts the costs of long-term email storage. The expense of on-site metal or virtualized servers is high when held up against the cost of using the cloud. Productivity can also be improved as IT departments do not have to manage hardware as they would with on-site archives, mail server issues are eliminated, and there are less support calls as staff can be empowered to view their own archives and perform searches themselves when they lose an email.
Compliance Made Easy
Email archiving is crucial for regulatory compliance such as FERPA, HIPAA, Sarbanes-Oxley, Gramm-Leach-Bliley, and PCI DSS. There are requirements for IRS, FCC, FDA, GDPR, and SEC that relate to email retention. All of these laws come with different obligations for a range of data and there is a variety of different retention periods.
A cloud-based email storage solution can comply with these specific regulations by permitting data retention periods to be established for specific data types. Emails and linked data are held for the proper time period and are never lost, and email deletion can be automated when data retention periods come to an end. An email archive also permits you to have swift and simple access to emails for litigation support, eDiscovery, and reviews and acts as a black box flight recorder for email data.