Cloud based email archiving solutions are the easiest, most flexible, and safest options for archiving emails and allow you to meet your legal and compliance obligations under GDPR, Sarbanes-Oxley, HIPAA and other legislation.
Cloud email archives are used for long term email storage. In contrast to email backups, email archives are searchable. When an email is accidentally deleted from a mailbox and needs to be recovered, the archive can be searched without leaving your mail client. A copy of the email can be found and restored in seconds, without having to trouble the IT department. In the event of a compliance audit, or if you receive an eDiscovery request, emails can rapidly be found and exported to a file. With an email backup that process could take several days or even weeks.
Cloud Email Archive Security
Security in the cloud is a concern for many businesses, who may feel better able to protect their data when it is stored in house, but security can actually be better in the cloud. ArcTitan customers’ email data are stored in an IL5 certified data center and the archive is also automatically backed up for added security. In the extremely unlikely event of anything catastrophic happening to your email archive, it could quickly and easily be restored from the backup.
All archives are encrypted at rest and when sending emails to the archive and recovering or exporting email data, users benefit from end-to-end encryption. All emails in the archive are scanned with antivirus software and archives are digitally signed and verified. ArcTitan also supports Windows single sign-on authentication (NTLM v2)
Cloud based email archiving solutions give you total peace of mind that your email will be preserved and will always be accessible. Cloud based email archiving solutions act as a black box flight recorder for email and give you 100% protection against data loss.
Benefits of Cloud Based Email Archiving Solutions
Cloud based email archiving solutions free up space on your mail server to improve performance. Companies that create an email archive typically save up to 80% in storage space as prior to archiving, emails are deduplicated and then compressed. Compression reduces storage space, but does not slow data retrieval and searches, as prior to being archived emails are indexed and tagged. With cloud email archiving, there is no need for PST files, which can pose a compliance and data security risk.
Cloud based email archiving solutions include the hosted software and storage space for your archive. The archive is stored securely in the cloud which, in the case of ArcTitan, is on Replicated Persistent Storage on AWS S3. In contrast to appliances, you do not have to pay for capacity that you may never need, and you will never need a costly upgrade should space run out. Being cloud based, you benefit from virtually unlimited scalability so you can be 100% certain that you will never run out of storage space. Cloud email archives offer the greatest flexibility out of any email archiving option and will grow with you as your business grows. It also doesn’t matter how big your email archive gets; performance will never be affected. You get the same performance for an archive containing 1,000 emails as an archive containing 10 million emails.
With ArcTitan cloud email archiving there are no hidden costs. You pay for the number of active users at a fixed price per month. If you are evaluating several email archiving options, you should be aware that some service providers will charge you for all mailboxes, including active and inactive mailboxes. With ArcTitan you only pay for active users, which helps to keep your archiving costs down.
One of the main benefits of cloud based email archiving solutions is the ease of set up and use. In contrast to software solutions and appliances, the complexity of archiving emails is removed. Everything is managed for you so you can forget about the archive until you need it; cloud based email archiving solutions really are set and forget solutions. There is no need for maintenance, your IT team doesn’t need to update software or apply patches, and they will not even be troubled when end users lose an email. End users can be given permission to access their own archives directly through their mail client.
Benefits of ArcTitan Cloud
- Instant search results – Search 30 million emails a second.
- Instant archiving – Processes and archives 200 emails a second.
- Transparent pricing policy and highly competitive prices under a pay as you go model.
- Scalable to 60,000 users.
- Compatible with all email servers and major email clients.
- Supports multiple Exchange stores and servers.
- No limits on user numbers or storage space.
- Rapid migration of an existing archive to ArcTitan from from MS Exchange, Google Apps, EML, MBOX, MSG, or PST.
- No proprietary data formats – You can move some or all of your data to another system easily if required.
- Export archive data to EML, MSG, PDF, TIFF and PSTs.
- No costly, time consuming data conversions when you join.
- Full technical assistance provided with industry-leading customer support.
- No need to add storage, manage servers, perform software updates, or make backups.
- Comprehensive features for managed service providers (MSPs) and excellent margins.
To find out more about ArcTitan Cloud and how it can benefit your business or to arrange a product demonstration, contact TitanHQ today. Our free product demonstration will allow you to evaluate the solution and ask any questions you have about cloud based email archiving solutions. Set up your free demo today to discover why so many businesses and MSPs are using ArcTitan for long-term, secure email storage.
Frequently Asked Questions (FAQs)
What are the advantages of email archiving for businesses?
There are many advantages to email archiving for businesses. You can reduce storage costs, improve the performance of your mail server, guarantee email data will never be lost, ensure emails can be produced quickly on demand, you can eliminate mailbox quotas and the need for PST files, and ensure that emails can be recovered in the event of disaster.
Is archiving necessary for compliance?
Many industries require certain types of data to be retained for set periods. There are data retention requirements for tax purposes, and in the Sarbanes–Oxley Act, HIPAA, the Gramm-Leach-Bliley Act, and the Federal Rules of Civil Procedures. Data must be secured to protect against unauthorized access and must be produced as and when required. An email archive is not the only way to ensure compliance, but it is the easiest.
What is better onsite or offsite email archiving?
Many IT professionals feel more comfortable with on-premises email archives as they believe they are easier to secure, but cloud-based email archives can be more secure. With ArcTitan Cloud email archiving, all data is protected by end-to-end encryption, emails are always available, and the archive is automatically backed up to protect against data loss. Email archiving costs are broadly equivalent or slightly lower with cloud archiving.
Does the GDPR apply to archived email data?
The GDPR applies to data stored in email archives, so archiving all emails indefinitely or for many years is not a GDPR compliant practice. You must ensure that email retention periods are set, that personal data in emails is only kept for as long as it is required to achieve the purpose for which it was collected, and personal data in emails must be deleted if requested by the data subject.
How can I justify the cost of email archiving?
An email archive allows you to make huge savings on storage costs and will greatly reduce the strain on your email server. You can reduce storage space by up to 80% with an email archive, maintenance costs are lower, less IT support is required, and in the event of an eDiscovery request or audit, you will be able to recover all emails incredibly quickly. An email archive will also help you process request-to-access and request-to-delete tasks far more quickly and efficiently.