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What is Email Archiving?

Email archiving is the process of taking in, listing, and saving email information into a data source to make it available and retrievable for a variety of uses. With today’s compliance legislation and legal discovery rules, it has become necessary for many IT departments to manage the entire company’s e-mail archiving in bulk so specific messages This could include email restoration, conformity or review related activities for monitoring communications or legal discovery.

In the past, companies often relied on end-users to maintain their own individual e-mail archives. The IT department would back up e-mail, but not in a manner that made messages searchable. If a specific e-mail needed to be traced, it often took weeks to find it.

Policy-based e-mail archiving software applications allow IT managers to manage large e-mail archives, as well as to free up space on servers and speed up backup times. These applications typically include indexing and search capabilities, access logs to provide a virtual paper trail. A management component uses rules set up by the administrator. It will classify which e-mail messages need to be archived and move messages to the most economical and efficient storage media for long term or indefinite storage.

Cloud-based Archiving

Cloud computing is an umbrella term used for a wide range of online services – is an attractive proposition for business seeking to make the most of the technology available today at lower costs and lower risk. The upfront investment is low, there is no need to invest in software / hardware, licensing and renewal costs are kept to a minimum, total cost of ownership is reduced and they only pay for what they use.

Why benefits are there with Cloud-based Archiving?

There are many benefits of cloud based email archiving, the top four being the ability to improve data storage management; to reduce IT costs; to enable easier, quicker and cheaper regulatory compliance; and to streamline the response needed for e-Discovery requests.

What is the pricing model for Cloud-based Email Archiving?

Cloud-based email archiving is priced on a per-mailbox per-month basis.  This enables business to know and budget for email archiving, with the only change being the result of adding or removing mailboxes from the archive.

What makes Cloud-based email archiving different from other solutions in the market?

Cloud-based archiving is easy to deploy, easier to use, and more cost-effective than other solutions.  Benefits are delivered through the use of pure cloud computing technologies. Cloud-based is different from “on-premise” systems in that archiving is delivered as a service via the internet, removing any installation, configuration, maintenance or licensing associated with hardware or software.

What are the up-front costs with Cloud-based Archiving?

There are no upfront costs to commence archiving email data. Cloud-based email archiving does not require any hardware or software installation which offers a dramatic saving compared to alternative on-premise solutions.

If legacy email data needs to be transferred there may be one-time fee charged to setup and manage this migration process.

What about security?

All quality cloud –based archived data is kept encrypted and safe at all times. As a minimum the archive provider must use Secure Socket Layers (SSL) to encrypt all communication transferred to or from the data centre. All data in the archive must also be encrypted with military grade (AES 256-bit) encryption being the current security benchmark.

How can Cloud-based email archiving reduce storage costs?

Cloud-based systems reduce storage space costs by reducing the volume of information that needs to be saved with on-premise systems. Cloud-based systems also achieve saving compared to alternative on-premise solutions as it does not require the installation, set up, maintenance or upgrade of hardware or software.