Cloud based email archiving solutions are mechanisms hosted in the cloud for copying email data and storing the copies in secure data centers to ensure its integrity and for search and retrieval as required. Having lower maintenance overheads than other email archiving solutions, cloud based email archiving solutions are often easy to use mechanisms that can be configured to centralize a company´s email database and improve email management.
The centralization of a company´s email database make it quicker and easier for users to recover accidently deleted emails themselves. This increases the productivity of IT departments, who can focus on more important issues than recovering lost, misfiled or deleted emails. Other than Microsoft´s Office 365 and Exchange cloud based email archiving solutions, most solutions are compatible with the majority of operating systems and leading email service providers.
Hardware v Software v Hybrid v Cloud Based Archiving Solutions
Cloud based archiving solutions compare favorably with other options for archiving emails as they expand in size as the company´s need for capacity grows. Hardware and software solutions – and consequently hybrid solutions combined with hardware or software – have limits on how much data they can maintain. When these limits are reached, companies have to buy more storage space, reassign space or other servers (which can affect performance), or migrate data.
The other options for archiving email also have issues with compliance. Companies must retain data to comply with the Federal Rules of Civil Procedure and those in regulated industries are required to have disaster recovery plans. Data can be destroyed and recovery plans impractical if hardware is lost, stolen or damaged or stolen, or if software is corrupted due to an infection or system failure. Cloud based email archiving solutions do not have these issues, as data is continuously backed up and virus-scanned.
Cloud Based Email Archiving Solutions for GDPR
The need for rapidly expanding capacity could become an issue for businesses that collect, process or store the personal data of EU citizens following the enactment of the General Data Protection Regulation (GDPR). This Regulation applies to all businesses and organizations – regardless of their location inside or outside the EU – and stipulates measures have to be taken to prevent the unauthorized destruction, loss or alteration of personal data in a similar way to HIPAA.
As the Regulation also stipulates individual citizens have the right to request access to their personal data – and that data access requests must be resolved within thirty days – cloud based email archiving solutions are a more appropriate way to store personal data than backed up email databases. Businesses can quickly search the indexed emails and export the requested data with the click of a mouse.
Not All Cloud Based Email Archiving Solutions are Identical
Although cloud based email archiving solutions have the ability to expand as capacity is required, they are not identical in how they operate. For example, some solutions archive email data periodically rather than in real time. This can cause issues with compliance, as the opportunity exists to amend or delete emails before the archiving solution has had the chance to copy them. It can cause issues if email data that a company may later rely on to resolve HR issues is corrupted or lost.
The sequence of events during email archiving can also affect the effectiveness of cloud based email archiving solutions. Ideally any email archiving solution should remove duplicated data before the archiving process begins. The deduplication of email data reduces capacity requirements, accelerates searches, reduces the number of search results, prevents search results exceeding the maximum allowed, and makes navigation of the results easier.
Cloud Based Solutions Eliminate the Threat from Email Database Ransoms
The threat from email database ransoms is different from the threat from ransomware. In email database ransom attacks, hackers break into a company´s email server, extract the data, and replace it with a ransom demand. Even if the data is encrypted to comply with industry security and privacy regulations – and therefore of no use to the hackers – companies will be unable to operate effectively without access to their emails.
Cloud based email archiving solutions with real time archiving eliminate the threat from email database ransoms by enabling companies to restore their emails with the click of a mouse. Although network administrators have the option to restore archived emails by date, by user, or by tag, the deduplication of email data accelerates the restoration of the database. Similar benefits apply if a company needs to recover from the malicious actions of a departing employee.
ArcTitan´s Cloud Based Email Archiving Solutions from SpamTitan
ArcTitan Cloud is a cloud based email archiving solution capable of archiving up to 200 emails per second in real time. Email data is deduplicated, compressed and indexed before being encrypted and sent to an IL5 certified data center via a secure connection. Due to the advanced nature of the archiving process, ArcTitan Cloud can conduct a search over a database of 30 million emails in less than a second and retrieve data securely in a variety of formats.
Compliant with all industry security and privacy regulations, ArcTitan Cloud has tamper-evident audit functionality and a granular delegation feature that enables access permission tiers to be set by department, user-group or individual user. ArcTitan´s cloud based email archiving solutions do not use proprietary formats, eliminating the need for costly or time-consuming data conversions prior to being able to transfer existing archived data.
If your company is appraising the relative merits of email archiving solutions, we invite you to take advantage of a free trial of ArcTitan Cloud. Our free trial gives your company the opportunity to experience the ease of use of our email archiving solution in your own environment, with no contracts to sign, no credit cards required and no commitment to continue using our service once the free trial has finished.
- Cloud based email archiving solutions centralize email databases and improve email management.
- Authorized users can quickly and simply recover accidently deleted emails – reducing the demand on IT departments.
- SpamTitan´s cloud based email archiving solutions archive in real-time in order to avoid compliance issues.
- The deduplication of email data reduces capacity requirements, accelerates searches, and makes navigation of the results easier.
- SpamTitan eliminates the threat from email database ransoms by enabling businesses to restore emails with the click of a mouse.
- To find out more about our free trial offer of ArcTitan Cloud, or to start your free trial today, do not hesitate to contact us.