Email retention software is used by businesses for long-term email storage to meet government and other regulatory requirements. Email retention software is used to store email data outside of the standard email environment for as long as email data needs to be retained, often for several years.
A copy of each email that is sent and received across the organization’s entire email environment can be sent to the archive using email retention software. The software allows you to create an exact, read-only, tamperproof copy of every message and store it securely for when it is needed. In the event of a compliance audit, investigation, eDiscovery request, or legal dispute, all email data can be quickly and easily recovered.
Email Archiving and Email Backups
Email retention software sends email data and email attachments to an archive, which is different from an email backup. Email backups are designed for disaster recovery and are best suited to restoring entire mailboxes if they are corrupted or rendered inaccessible due to a ransomware attack, for instance. Backups are not best suited to recovering emails that have been deleted from a mailbox. While this is possible, it can take an exceptionally long time to find the emails to recover as backups are not searchable. Finding emails in a backup for eDiscovery, for example, would require restoring an entire mailbox, then manually searching for the emails that need to be recovered. That process could take weeks.
An email archive is designed for fast email retrieval. Prior to emails being sent to the archive, they are indexed to allow the archive to be searched. Emails can be located and recovered from the archive on demand, with recovery taking seconds or minutes at most. Further, recovery of emails does not need involvement of the IT department. A user can perform a search and recover their emails from the archive via their email client.
Email Retention Software Solutions
Email archiving solutions for businesses fall into one of two types, the first, which is not recommended, is client-side email archiving. This is where an individual user is responsible for archiving their emails when they are not required but need to be retained. This type of email archiving is performed through the email client. The reason this is not the best option is something as important as email retention to meet compliance and legal requirements is best not left to employees. Emails that are deleted rather than archived can prove to be an extremely costly mistake.
Server-side email archiving is the preferred method of email archiving, as this takes place independently from end users. When emails are sent or received, a copy is automatically sent to the central server archive. With this option, businesses can set their email retention policies and automate the entire process. It is efficient and eliminates human error. Email clients can still be added with this option to allow end users to access the archive and recover emails, but they will not be permitted to delete emails from the archive or alter them in any way.
Email retention software gives businesses the option of archiving emails, but there is a further decision to make: Where to store the archived emails. The two options available are on-premises archiving, where the archive is stored on your own servers to instead to opt to host the archive in the cloud. There are benefits to both, but it is now much more common for businesses to use cloud-based email archiving solutions provided as email archiving-as-a-service, especially for SMBs who typically lack the in-house IT staff to set up and manage an on-premises email archive.
Even large enterprises see the value in using a third-party SaaS solution for email archiving. There are no hardware requirements, no management, maintenance, and updates are required, and cloud-storage is often much cheaper that the storage and maintenance requirements of on-premises hardware. Further, security is just as strong and oftentimes greater with SaaS solutions.
ArcTitan Cloud: Email Archiving Made Simple
ArcTitan Cloud from TitanHQ is a 100% cloud-based email retention software solution for businesses that can be used to create a tamperproof copy of all sent and received emails directly to a cloud-based archive. All emails are indexed for lightning faster retrieval.
ArcTitan Cloud is quick and easy to set up, usually taking 15 or minutes or less. Email retention policies can easily be applied, and administration is simple and can be managed from an email client such as Outlook or via a web-based interface that can be accessed through any browser. There are no limits on storage space and the solution is scalable up to 60,000 users, with bulletproof security that includes end-to-end encryption, 100% protection against data loss and outages, and full backup of the archive giving you total protection for your email.
To find out more about ArcTitan email retention software, for details of pricing, and to arrange a product demonstration or register for a free trial of the full solution (with product support) give the TitanHQ team a call today.