Why You Need an Email Archiving Solution
More than half of businesses use email backup solutions to meet mission-critical needs that could only be served with email archiving solutions, while at least 60 percent of businesses do not have an efficient email archiving solution. This puts many companies in significant legal and financial risk if they were to need to find an old email.
In this article, we will take a closer look at email archiving, why it’s important and how to choose the right solutions for your business.
More than half of businesses are using an email backup solution when they really need email archiving.
What is Email Archiving?
Email archiving is the process of preserving all emails to and from an individual and making them easy to search. In many cases, email archiving solutions capture email content directly from an email application or during transport, store the data on a physical hard drive and index the data to make it searchable for lawyers and regulators.
Often times, email archiving is confused with email backup. While email backups will preserve emails in case of data loss, they are not always helpful when it comes to finding content contained within individual emails. Email archiving includes easy access to emails, makes them searchable and stores them as read-only data to preserve the original form.
Reasons for Archiving Emails
There are many different reasons that organizations archive emails. While regulations are an oft-cited reason, some companies simply want to reduce the amount of storage space that they’re using on their cloud email accounts to avoid paying for more expensive upgrades.
Download our free guide to securing your email from phishing or ransomware attacks.
Some of the most common reasons include:
Regulatory compliance: The Sarbanes-Oxley Act and other regulations aimed to improve corporate governance and ethical conduct require email archiving for legal reasons.
Legal discovery: Emails are an electronic substitute for legal business documentation, which means that they may be required during a lawsuit or for legal purposes.
Disaster recovery: Hardware failure could lead to a complete loss of emails stored only on a computer, while hackers could erase emails stored on cloud-based accounts.
Intellectual property: Companies store a lot of intellectual property in emails and other messages, which makes archiving them invaluable in keeping IP protections in place.
Monitoring: Monitoring emails can be important when ensuring employee compliance with guidelines or even investigation data breaches and other security issues.
Optimization: Archiving emails is a great way to free up storage space on cloud accounts, speed up indexing on computers or achieve other performance improvements.
Email archiving can also help reduce cost by shifting the responsibility for recovering lost or deleted emails from IT staff to employees. Rather than IT staff spending 30 minutes retrieving a lost email, employees can find lost or deleted emails in an archiving solution in just five minutes — a significant cost savings when multiplied over many employees.
On-Premise vs. External Archiving
There are many different email archiving solutions on the market, but they’re all divided into either on-premise or cloud-based solutions.
On-premise email archiving solutions are deployed on a company’s own servers to capture emails and store them in an indexable database. By contrast, cloud-based email archiving solutions capture emails, index the data and store the emails in a secure cloud-based environment. Many cloud-based email providers also offer archiving solutions.
There are two important considerations when deciding between the two options:
- IT infrastructure: Does your organization have in-house IT infrastructure in place to handle an on-premise solution? If not, an on-premise solution may be too costly to implement since it would require additional hardware purchases.
- Cloud philosophy: Does your organization have any opinions or policies governing cloud-based solutions? If your business doesn’t use cloud services, cloud-based solutions may not be an option for you.
The answer to these questions often comes down to the size of the organization. Small businesses tend to leverage cloud-based solutions due to their lower costs and scalability, while larger businesses tend to use on-premise solutions.
How to Choose a Provider
There are many different email archiving solutions on the market, so it’s important to do the right due diligence to find the right one for your business. In addition, it’s important to determine if email archiving is already available with a service that you’re already using for email or security.
Don’t forget to download our free guide to securing your email from phishing or ransomware attacks.
There are several different factors to consider:
Cost: Email archiving solutions vary from a few dollars per month per account to a fixed cost of several thousand dollars per month. Jungle Disk offers a fixed monthly fee per account and keeps archiving for employee email accounts that are no longer active, saving you time and money.
Needs: Email archiving solutions generally do the same things, but there are some important nuances. For example, Jungle Disk has built-in eDiscovery search capabilities to ensure that you’re compliant with industry regulation and ready for an audit or legal challenge.
Support: Customer support isn’t very important until you need it, and then, it becomes the single most important thing. Jungle Disk provides an answer to 97 percent of calls or chats in under 30 seconds with a U.S.-based data security expert — a track record that few others can match.
Jungle Disk provides email archiving as part of its cybersecurity suite that’s specifically designed for small businesses with two to 250 employees.
The Bottom Line
Email archiving is necessary for regulatory compliance, IP protection, disaster recovery, optimization and many other reasons, but few companies have taken the time to properly implement a solution in their business. If that’s you, it’s time to take a closer look at securing your email.
Jungle Disk provides email archiving as part of its cybersecurity suite that’s designed for small businesses with two to 250 employees.