Email archiving is essential for most businesses; however, many businesses are not using a cloud-based email archiving solution. In fact, a large number rely on email backups, even though backups are impractical and data loss is a very real concern. But what are the benefits of secure, cloud-based email archiving over backups?
Loss of Email Simply isn’t an Option
Hillary Clinton could easily explain one of the most important benefits of a cloud-based email archiving solution. If an email archive is stored locally, should the device on which that archive is stored be lost or stolen, the entire archive would never be seen again. That is exactly what happened last year.
Donald Trump was quick to criticize Hillary Clinton. Not only was that archive lost, it could potentially have been accessed by an unauthorized individual. Donald Trump is keen not to make a similar mistake. He has reportedly started using a messaging app that deletes all messages once they have been read. Such an app would certainly prevent accidental disclosure, although it would not be an option for many businesses as regulations require emails to be kept for a number of years.
Loss of email is simply not an option in regulated industries. Big fines await companies who do not archive or backup their emails. Emails must be securely stored and made available to auditors or organizations will be in violation of the Sarbanes-Oxley Act, FINRA, HIPAA, and the Gramm-Leach-Billey Act to name but a few. If a backup or local email archive is lost, the consequences can be severe.
Take healthcare organizations for example. If a laptop computer is stolen and email backups containing electronic protected health information were on the device, those data could potentially be accessed by an unauthorized individual. That would be a violation of HIPAA Rules. The Office for Civil Rights could easily fine a healthcare organization millions of dollars for such a data breach. If emails are archived and stored in the cloud, such a breach would not occur in the event of device loss or theft.
Emails Must Be Found Quickly for Legal Discovery and GDPR
If a lawsuit is filed against a company, it may be necessary to provide copies of emails as part of legal discovery. While many companies store old emails in backups, searching for emails can be a difficult, expensive and long-winded process. For an average-sized organization searching for emails could take weeks, even though emails need to be found in minutes. With an email archiving solution, archived messages can be searched and retrieved in a matter of seconds or minutes, not weeks.
A similar scenario exists for data access requests under the EU´s General Data Protection Regulation. EU citizens now have the right to request details of any data that could be used to identify them, modify it where necessary, and erase it is there is justifiable cause. Businesses maintaining a database of EU citizens will find compliance with GDPR much easier by implementing cloud-based email archiving, which also has the benefit of complying with the regulations relating to data security.
Secure, Cloud-Based Email Archiving Resolves Storage Headaches
Considering the volume of emails now being sent, and the requirement for those emails to be kept for years in many cases, the space required for storing email is considerable. A recent report from Radicati Group suggests the average employee sends or receives 121 emails a day. For an organization with 500 employees that is 60,500 emails a day. With 22 working days each month, that amounts to 15,972,000 emails a year. Each of those emails may only be a few KB, but over a year the storage space required is substantial. Cloud-based email archiving not only allows millions of emails to be stored, there is no need for organizations to purchase any hardware for storage. All emails are securely stored in the cloud.
ArcTitan – Secure, Cloud-Based Email Archiving for Enterprises of All Sizes
The benefits of secure, cloud-based email archiving are clear. So what options are available that provide all of the benefits of cloud-based email archiving in an easy to use, cost effective package? To meet businesses’ email archiving needs, TitanHQ developed ArcTitan – a secure, cloud-based email archiving solution that allows organizations to meet compliance requirements, search email archives quickly, and retrieve messages in minutes. ArcTitan has excellent scalability, and can be used for old email storage by companies with ten to 10,000+ email accounts.
Emails can be archived from anywhere at any time, and messages can be accessed via a mail client or browser. Furthermore, with a pay as you go subscription, cloud-based email archiving is affordable for businesses of all sizes.
To find out more about the benefits of ArcTitan, contact the TitanHQ sales team today!