Email Archiving
Email archiving offers several key benefits over email backups. In contrast to a backup, an email archive is a searchable database of old emails that no longer need to be accessed regularly, but cannot be deleted due to email retention laws.
Email archives can be quickly searched and allow single or groups of emails to be quickly retrieved. If a freedom of information request or a legal discovery request is received, finding all relevant emails in a backup could take days or weeks. With email archiving, they can be quickly recalled.
The same applies when access requests or erasure requests are received under the EU´s General Data Protection Regulation (GDPR). As well as helping manage requests efficiently, an email archiving solution helps businesses comply with GDPR encryption, data storage and access control regulations.
While it is possible to store an email archive locally or on a mail server, many companies are taking advantage of the cloud and are storing their archives with a solution provider. Cloud-based services do not require any server space for storage, reducing hardware and maintenance costs.
This category contains the latest news and advice on email archiving, including new legislation and industry-specific news on email retention and information on cloud-based archiving services.
by G Hunt |
March 28, 2022 |
Email Archiving
Many businesses fail to understand the importance of implementing an email archiving solution and believe that since they have a backup system for email that allows them to recover data in the event of a disaster – whether that is an accidentally deleted email or ransomware attack – email archiving is not so important. Why You Need Email Backups and an Email Archive There is an important case for implementing an email archiving solution in addition to a backup. Backups are vital but they are not effective long-term data storage solutions. If searches need to be performed and emails found and recovered quickly, backups are not particularly useful. Finding specific data in a collection of backup tapes can be a hugely time-consuming process and potentially an almost impossible task if businesses have a lot of employees and old emails need to be recovered. The primary purpose of backups is disaster recovery. In the event of a ransomware attack, for instance, the last known backup before the attack can be used to recover email data. That is likely to be the backup take from the day before the attack occurred. Those backups are easy to find, and while restoring all email data will not be a very quick job, email data will be able to be recovered provided backups have not also been encrypted. It should be pointed out that ransomware gangs search for backups and will encrypt them too. Backups are also useful for storing email data from individuals when they leave the company. A backup of their email can be made, with the .pst file able to be loaded if ever there are any queries. If you need to find an accidentally deleted email, recovering it from a backup – provided it was only recently deleted – is fairly painless. All businesses need to back up their emails for these reasons, so why is an email archive necessary? Email archives can also be used for disaster recovery processes, although email archives are not supposed to replace backups. Email archiving should occur in addition to making regular backups of email data. Email archives are important for compliance, audits, and when legal issues arise, and for finding emails when investigating customer...
by G Hunt |
February 26, 2021 |
Cybersecurity News, Email Archiving, Internet Security News, Web Filtering
TitanHQ has announced that three of its cybersecurity solutions have been named winners at the 2021 Expert Insights’ Best-Of” Awards, beating some of the best-known email security, web security, and email archiving products on the market. For more than 25 years, TitanHQ has been developing innovative cybersecurity solutions to protect businesses from email and web-based threats to their networks and data. TitanHQ’s multi-award-winning products are used by more than 8,500 businesses in over 150 countries, and 2,500 Managed Service Providers (MSPs) offer TitanHQ solutions to their customers to protect them from phishing, malware, ransomware, botnets, viruses, and other cyber threats. Expert Insights is a respected website that was created in 2018 to help businesses research and select the best cybersecurity solutions to protect their networks and data from cyber threats. Through impartial product reviews, advice from cybersecurity experts, and industry analysis, IT leaders can discover the best cybersecurity solutions to meet their unique needs. The website helps more than 40,000 businesses a month with their research into cybersecurity products and services. Each year, Expert Insights recognizes the leading cybersecurity service and solution providers and their products at the Expert Insights’ Best-Of” Awards. Technical experts with decades of experience in the cybersecurity industry assess products based on several factors, including ease of use, range of features, the protection provided, and market position, as well as how each product is rated by verified business users. The top products then receive an Expert Insights’ Best-Of” Award. This year, TitanHQ was recognized by Expert Insights for the powerful threat protection provided by its products, the ease-of-use of the solutions, and their cost-effectiveness, which is why the solutions have proven to be so popular with enterprises, SMBs and MSPs looking for comprehensive protection against email and web-based threats. “2020 was an unprecedented year of cybersecurity challenges, with a rapid rise in remote working causing a massive acceleration in cybercrime,” said Expert Insights CEO and Founder...
by G Hunt |
February 22, 2021 |
Email Archiving
Email retention laws in the United States require businesses to keep copies of emails for many years. There are federal laws that apply to all businesses and organizations, data retention laws for specific industries, and a swathe of email retention laws in the United States at the individual state level. Ensuring compliance with all the appropriate email retention laws in the United States is essential. Non-compliance can prove incredibly costly. Multi-million-dollar fines await any organization found to have breached federal, industry, or state regulations. Email archiving is absolutely necessary as a result of these federal, state and industry email retention laws. Retention periods vary depending on the regulations that govern your industry sector. Email retention laws require all organizations to quickly execute a legal hold on archived email and provide data in the case of litigation. All electronic documents must be retained by U.S organizations, which extends to email, in case the information is required by the courts. eDiscovery requests often require large volumes of data to be provided for use in lawsuits and the failure to provide the data can land an organization in serious trouble. Failure to present the requested email can result in hefty fines, sanctions and reputational damage. For decades, U.S organizations have been required to store documents. Document retention laws are included in numerous legislative acts such as the Civil Rights Act of 1964, the Executive Order 11246 of 1965, the Freedom of Information Act of 1967, the Occupational Safety and Health Act of 1970, and the Reform and Control Act of 1986 to name but a few; however, just over a decade ago, data retention laws in the United States were updated to expand the definition of documents to include electronic communications such as emails and email attachments. To improve awareness of the many different email retention laws in the United States, a summary of the minimum email retention periods have been included below as a guide. Please bear in mind that this is for information purposes only and does not constitute legal advice. Industry and federal electronic data and email...
by G Hunt |
December 23, 2019 |
Email Archiving
One of the most common misconceptions about email archiving is that an email archive is the same as a backup, but there are some important differences. In this post we explain those differences and why your business needs to be archiving emails as well as creating email backups. In the event of disaster, you need to be able to recover your data and the same is true of emails. A huge quantity of important information is saved in email accounts and businesses cannot afford to lose all that data. In the event of disaster, a ransomware attack for instance, without some form of backup, all of your email data will be permanently lost. In the case of a ransomware attack, you can pay the ransom and the attackers may supply viable keys to decrypt your data but there is no guarantee that they will make good on their promise. You must have a backup plan, and that is an email backup. Email accounts can be restored to a particular moment in time from a backup file, and emails can be recovered with little to no data loss. From a business perspective, your backups may not need to be retained for very long. Their primary purpose is to allow data recovery in the event of disaster, and they will be replaced with a new backup. Backups are designed to restore entire mailboxes. Problems arise if you need to recover a single email that has been accidentally deleted, if you need to respond to a request to have a person’s data deleted in its entirety to comply with GDPR, or if you get an eDiscovery request or have to produce emails to settle disputes. You may also need to review emails to determine if there has been a data breach or to investigate potential malicious insiders. In all of these cases, backups fall short as they are not designed to be searched. Email archives are different. An email archive can be viewed as an extension of an inbox, where searches for individual emails can be performed and messages can be quickly recovered when needed. Every sent and received email is sent to the archive and is stored along with metadata, which allows searches to be performed. In fact, searching an email archive is almost as easy as searching for a message in an inbox. If you wanted to...
by G Hunt |
March 28, 2019 |
Cybersecurity News, Email Archiving
TitanHQ has formed a strategic partnership with the GRIDHEART, which will see TitanHQ’s leading cloud-based email security, web security, and email archiving solutions made available to users of the Cloudmore Cloud Commerce platform. GRIDHEART is a privately-owned Swedish company that delivers the world’s leading cloud-based solutions through its Cloud Commerce platform, Cloudmore. For the past 10 years, GRIDHEART has been offering leading cloud solutions to its customers and resellers and now deals with more than 1,000 cloud partners. The Cloudmore platform makes selling cloud services easy and brings a wide range of cloud services together in a single unified platform. The platform gives users complete centralized control over their cloud solutions and allows them to easily provision new customers, bill for services, automate processes, and obtain pre-and post-sales support. The platform provides a host of management tools to make control of SaaS and cloud computing simple. The partnership with TitanHQ will see the Galway, Ireland-based cybersecurity firm add its leading cybersecurity solutions to the platform, through which users can manage the solutions for free. GRIDHEART’s customers will be able to offer their clients the SpamTitan Cloud email security solution, the WebTitan web filtering solution, and the ArcTitan email security solution and provide multi-layered security to protect against email, web, and modern blended threats. “By offering additional layers of cloud-based security through Cloudmore’ s unique Cloud Commerce platform, MSPs can procure and deploy IT services for their customers and quickly maximize their IT investment, enhance their security stack and lower operational costs for their customers,” said Rocco Donnino, Executive VP of Strategic Alliances at TitanHQ. “This agreement highlights the importance of delivering comprehensive security solutions to the MSP community through a single and powerful platform” “TitanHQ fits the bill as a perfect partner with their razor focus on advanced threat protection via email and the web. We’ve very happy to have them on board,” said Stefan Jacobson, Sales Director of GRIDHEART....
by G Hunt |
February 5, 2018 |
Cybersecurity News, Email Archiving
Today has seen the announcement of a new partnership between TitanHQ – the leading provider of email and web filtering solutions for MSPs – and the international consulting, coaching, and peer group organization HTG. The announcement was made at the Q1 HTG Peer Groups meeting at the Pointe Hilton Squaw Peak Resort, Phoenix, Arizona. The partnership sees TitanHQ’s web filtering solution – WebTitan; its cloud-based anti-spam service – SpamTitan; and its email archiving solution – ArcTitan made immediately available to the HTG community. TitanHQ has developed innovative cybersecurity solutions specifically for managed service providers to help them provide even greater protection to their clients from the ever-increasing volume of email and Internet-based threats. The multiple award-winning solutions have now been adopted by more than 7,500 businesses and 1,500 MSPs, helping to protect them from malware, ransomware, viruses, phishing, botnets, and other cyber threats. HTG is a leading peer group association that was recently acquired by the global technology giant ConnectWise. HTG helps businesses plan and execute strategies to drive forward growth and increase profits. Its consultants and facilitators share wisdom, provide accountability, and build meaningful relationships with businesses to help them succeed in today’s highly competitive marketplace. The new partnership will see TitanHQ join HTG Peer Groups as a Gold vendor, making the firm’s MSP-friendly cybersecurity solutions immediately available to the HTG community. “We’re delighted to welcome TitanHQ on board for 2018. As soon as the initial discussion started we knew they would make a great match for our community, as web security is a key area for our members in 2018,” said HTG Peer Groups founder, Arlin Sorensen. HTG Peer Groups Founder Arlin Sorensen (Left); TitanHQ CEO Conor Madden (Right) “WebTitan web filter was built by MSP’s for MSP’s and this exciting relationship with HTG Peer Groups is a continuation of that process. It allows us to listen to the opportunities and difficulties faced by MSP senior executives while also allowing us to share how we became a successful web...
by G Hunt |
July 18, 2017 |
Email Archiving
An enterprise email archiving solution allows emails to be retrieved on demand and ensures messages remain usable. Emails must be produced in the event of an audit and during the legal discovery process. Federal laws require organizations to produce emails, such as when a request is made under the Freedom of Information Act. An email archive is searchable and allows emails to be quickly and easily located and accessed when needed. Since recovering emails from backups is a long and complicated process, many companies now use an enterprise email archiving solution such as ArcTitan. ArcTitan makes archiving emails a quick and easy process, freeing up valuable storage space on mail servers. Recovering emails is also rapid and straightforward as the archive is searchable. Even large numbers of emails from multiple email accounts can be recovered in minutes. Multiple searches of the archive can be conducted at the same time, in contrast to Office 365 which restricts searches to two at a time, and the archive can be searched at a rate of up to 30 million emails a second. Recovering multiple emails from backups can take several days. Even though federal laws require emails to be produced on demand, many companies have yet to switch to an email archive and the IRS is not setting a good example. The IRS has recently been discovered to have failed to comply with federal regulations on email storage. The Treasury Inspector General for Tax Administration (TIGTA) recently conducted an audit of the Inland Revenue Service and discovered that IRS policies on email storage do not allow it to consistently ensure records are retained, and that in several cases, the IRS has been unable to produce emails on request. The audit was requested by the Chairman of the Senate Committee on Finance and the Chairman of the House Committee on Ways and Means after the IRS reported that it was unable to produce some documents after receiving Freedom of Information requests. After searching for the documents, the IRS discovered documents had been accidentally deleted. The auditors determined that emails are not automatically archived for all employees and some employees had been instructed to...
