The simplest, most granular and secure option for archiving emails and ensuring legal and compliance obligations are met is the implementation of cloud email archiving solutions.
Cloud email archiving solutions can be implemented for long term email storage unlike email backups. The main difference between them and email archives is that they are searchable.
When an email is removed by mistake from a company email account and is required again, the archive can be examined using the email client that is in place. A duplicate copy of the email can be located and retrieved very quickly by the account holder, no matter what department that they work in. Should a compliance audit be required, or if you receive an eDiscovery request, emails can quickly be found and exported to a downloadable file. With an email backup that process could take a number of days to complete.
Security in the cloud is a major worry for many companies who have not yet realized the security that is offered by cloud based solutions In the improbable event of something untoward taking place in relation to your email archive, it could be swiftly and simply retrieved using the cloud-based backup.
Cloud-based archives are encrypted at rest and when sharing email messages to the archive and recovering or downloading email data, users benefit from end-to-end encryption. All emails in the archive are double-checked with antivirus software and archives are digitally signed and verified. Cloud based email archiving solutions allow complete peace of mind that your email will be 100% secured and will always be accessible.
Cloud based email archiving solutions make more space available on your corporate mail server to enhance performance. Firms that establish an email archive typically save up to four fifths of storage space due to deduplication and compression being completed prior to archiving taking place. This compression process improves storage space, but does not slow the completion of data retrieval and searches, as before being moved to the archive emails are indexed and tagged. With cloud email archiving, there is no requirement for ror PST files, which can represent a compliance and data security danger.
Cloud based email archiving solutions incorporate the hosted software and storage space for your company archive. The archive is maintained safely in the cloud. Unlike appliances, you do not have to invest in capacity that you may never require, and you will never require an expensive upgrade should space become scarce. Being located in the cloud, you take advantage of having virtually unrestricted scalability so you can be 100% certain that you will never become short of storage space. Cloud email archives provide the highest amount of 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 including 1,000 emails as an archive that holds 10 million email messages.
One of the main advantages of cloud based email archiving services is the simplicity of configuration and management. As opposed to software solutions and appliances, the complexity of archiving emails is taken away. Everything is completed for you so you can concentrate on something other than the archive until you require it. There is no requirement for ongoing maintenance or to conduct upgrades and run patches. End users can be allowed to have to log on to their own archives directly through their mail client.
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