The implementation of secure email archiving software can be of great benefit to any company that operates within a regulated industry, handles a large volume of correspondence by email, stores business-critical data on its mail server, or maintains the personal data of EU citizens.
Software for securely archiving emails helps companies comply with security and privacy regulations – such as those contained within HIPAA, Sarbanes-Oxley and the General Data Protection Regulation (GDPR) – provides full email audit functionality, and adheres to compliance requirements related to e-discovery, retention and auditing.
For companies that handle or retain a large volume of email, transferring retained emails to a secure email archiving solution helps reduce mail server workload and mitigates the risk of an employee stealing data to resell on the black market. Secure email archiving software can also ensure the integrity of Electronic Stored Information if a company is required to produce it under the Federal Rules of Civil Disclosure.
Always Choose Cloud-Based Software for Securely Archiving Emails
Different companies have different objectives for archiving emails. Some may simply want to use secure email archiving software for back up and disaster recovery, while others may wish to clear their mail servers of data they are required to retain and may never need access to again.
However, when access to data is required, cloud-based software for securely archiving emails is a more efficient solution than archiving email onto a disk or magnetic tape. Emails are archived in one specific location – rather than across multiple media – enabling more effective indexing and faster retrieval.
Furthermore, the use of physical media presents the risk of data being lost due to due to damage, loss of the physical media, or theft. Stolen confidential data attracts a high price on the black market if it can be used for identity fraud – typically far more than can be obtained for stolen credit card information.
How Cloud-Based Secure Email Archiving Software Works
Cloud-based secure email archiving software duplicates the traffic passing through a mail server and stores it in a secure data center. Data is encrypted both in transit and at rest to ensure compliance with regulatory standards, avoid improper alteration or deletion, and “Man-in-the-Middle” interception.
Following the transfer of data, duplicate emails and duplicate attachments are removed. The remaining data is compressed and indexed to enable quick and easy searches by individual user, department or company-wide – with options to save and automate searches.
Once found, emails can be printed, exported or restored to the mail server without interrupting the flow of email traffic. The secure email archiving software allows for role-based levels to be created in order to prevent unauthorized access, and to set retention policies to prevent the inadvertent deletion of emails.
Compliance with the General Data Protection Regulation
The features mentioned above (security, encryption, indexing, etc.) help businesses that create, process or retain the data of EU citizens comply with the General Data Protection Regulation (GDPR). Compliance with GDPR is required of all businesses dealing with EU citizens´ personal data regardless of the business´s location around the world.
The indexing and retrieval process is particularly important to resolve access and erasure requests by EU citizens. With the click of a mouse, the required data can be accessed and exported – or deleted – within the thirty days allowed. It is unlikely requests can be resolved so efficiently when businesses back up their email databases onto removable storage devices.
It is also necessary for compliance with the General Data Protection Regulation for businesses to have mechanisms in place that create audit trails for each email entering the mail server when it contains the personal data of an EU citizen. When evaluating secure email archiving software, it is important for GDPR-covered businesses to remember this point.
Further Benefits of Secure Email Archiving Software
In addition to the security and compliance issues that are resolved by cloud-based software for securely archiving emails, secure email archiving software reduces the level of demand on IT support services, eliminates the need for email inbox quotas, and results in the better management of email.
Human error, technical failures and environmental factors are the primary causes of email “disasters” in which emails can be lost or deleted. Secure email archiving software enables companies to restore their email accounts and the data within them with the click of a button.
The indexing and tagging performed by software for securely archiving emails also enables companies to retrieve data quickly in the event of a complaint from a client or in the event of an HR dispute. Being able to resolve potential civil action quickly saves companies a considerable amount of time and money.
ArcTitan Software for Securely Archiving Emails from SpamTitan
ArcTitan is an easy-to-use cloud-based solution for companies of all sizes. Our software for securely archiving emails is compatible with all major email servers and email service providers, and supports Active Directory, LDAP, Google and iMail authentication.
Our secure email archiving software scales to over 60,000 users, and expands dynamically in storage capacity without companies having to add storage, manage servers or migrate data. All PST files are assimilated into a single, searchable archive that can be accessed from any Internet-enabled device.
ArcTitan´s software for securely archiving emails enables searches within all common attachment types, with almost instant access to data that can be exported in a variety of formats. Administrators can also define retention policies to fit each company´s regulatory and compliance requirements.
Try a Free Trial of ArcTitan
If your company operates within a regulated industry, handles a large volume of correspondence by email, or stores business-critical data on its mail server, we invite you to try a free trial of ArcTitan´s software for securely archiving emails.
During the thirty-day free trial period, you will be able to evaluate the benefits of ArcTitan compared to the email archiving solution you are currently using. If, at the conclusion of the free trial, you are satisfied with our secure email archiving software, we offer a competitive pricing plan.
Contact us today to discuss your email archiving requirements, and our team of Sales Technicians will be happy to guide you through the process of setting up your free trial. If necessary, our support team can work with your IT support to manage deployment for you, and to answer any questions relating to compliance, security and data transfers.