Cloud or On Premise Archiving?
One of the main questions we get in relation to ArcTitan is “Should we move our email archiving to the cloud?”
We have looked at this question and decided to interpret it as “Should I trust you with my email?”
So here are 5 Reasons we believe you should trust us with your mail and yes, move your email archiving to the cloud.
Our Infrastructure is built on Amazons Virtual Private Cloud on AWS. These are isolated incidences giving additional security; this is as robust and redundant as hosting gets. Not only that, we also do back ups of our whole infrastructure within AWS so even in the unlikely event something went wrong with our primary infrastructure we have a back up of everythingEverything is encrypted, you can use TLS Encryption to send us your email, and when it is stored, it is stored encrypted using AES 128 encryption.It is secure. We use passwords that are hashed and encrypted to control access. We offer inbuilt certificate management. We offer delegated management role options so you can control who has access to what.While there are many reasons companies archive email, one of the main reasons is to have a back up of your email in case of any event destroying your on premises mail server. Does it not make sense to have this back up off site, and if so why not use a mutli national global enterprise level infrastructure to do so?It makes economic sense. Aside from all the business case arguments used to promote cloud computing today, the main driver for its popularity is economic. When all the costs of providing an archiving solution are totaled, and remember, most archiving legislation calls for a 7 year retention period, the cost benefits of using a cloud based solution over an on premises solution soon materialize. Provisioning, management, up grading all add up quickly. With the cloud solution once you are set up, that’s it.
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Frequently Asked Questions (FAQs)
Is email archiving necessary?
In order to comply with the email retention requirements of legislative acts such as Sarbanes–Oxley, HIPAA, Gramm-Leach-Bliley, and the Federal Rules of Civil Procedures, you must ensure that certain data types and emails are retained for a set period of time. You can do this without an email archive, but an archive makes it much easier, less time-consuming, and will ensure no email is ever lost and can be recovered on demand in seconds.
What happens to archived emails?
When you set up an archive you create rules that will be applied that will archive inbound and outbound emails for set time periods. A tamper-proof copy of all email messages that meet the retention policies will be encrypted and sent to a secure archive for long-term storage. The emails will be deduplicated, indexed to allow searching, stored securely, and the archive will be automatically backed up. Emails can be deleted from mailboxes, but the archived copy can be recovered at any time with a simple search.
How can an email archive help with GDPR compliance?
Under the GDPR, you are only permitted to retain data for as long as is required to achieve the purpose for which the data has been collected. You must also provide individuals with access to their data on request and delete their data if they exercise their right to erasure. These requirements apply to data in digital archives. Since an email archive can be searched in seconds, it makes meeting these requirements a quick and easy process.
How long must I archive emails?
The email retention requirements differ considerably between the various legislative acts and for different data types. For example, in the United States, the Sarbanes Oxley Act (SOX) has a data retention period of 7 years, Food and Drug Administration (FDA) regulations 5 years, Federal Communications Commission (FCC) Regulations 2 years, and Payment Card Industry Data Security Standard (PCI DSS) 1 year. You should seek legal advice on federal and state email retention requirements.
Should I change from Office 365 Email archiving?
The Office 365 email archive is not a bad option, but it lacks functionality, and the end user is in control of archiving, which poses problems for compliance: The solution does not support automatic archiving of all emails. The Office 365 email archive must be properly maintained to ensure performance and it slows considerably as the archive grows. These problems are avoided with a cloud email archiving service such as ArcTitan, which gives superior performance and functionality.