Guide on Email Archiving Solutions Software for Managing Record

ABCAdda | Updated Jun 09, 2022

Email archiving is the most common and easily accessible means of communication today. Everyone corresponds via Email, whether they work in a corporate organization, run an SME, or run a sole proprietorship.

Businesses prefer email communication because it provides a tool for conversations that is easy to document while also serving as a repository for searchable information.

Studies show that more than three-quarters of any organization’s intellectual property is available via Email and email messages. Therefore, you need to protect this valuable data. The security of such large amounts of data can be a challenge for any location, and large amounts of data can overwhelm an organization’s servers. Best email archiver is the perfect solution to this problem.

What is Email archiving?

Email archiving is a systematic approach to preserving and protecting the data contained in emails for quick retrieval. These email archive tools play an important role in prioritizing data consistency in organizations.

Email communications are stored in secure storage located outside the production environment. Incoming and outgoing email messages are indexed along with the attached documents. The saved email content remains in its original state in a read-only format.

Email archival tools help with compliance, knowledge management, litigation support, and retention management. In addition to storing Email, most content archiving products have evolved to include data for corporate file syncing and sharing, instant messaging, and corporate social media activity.

Guide on Email Archiving Solutions Software for Managing Record

Archive definition email

Archive Definition Email is a system for storing email communications in a format that can be digitally stored, identified, searched and searched.

What is Email archiving software?

Email archiving software stores email data that can be used for disaster recovery and deletes unnecessary data to speed up daily email operations and reduce server storage space. In addition, Email archival must comply with industry regulations requiring the retention of all email communications in the event of an audit or investigation.

Why do I need to archive my Email?

The purpose of best email archiver is to keep important emails separate that you don’t need to access directly.

Record management

An employee’s inbox can quickly become clogged with hundreds or thousands of unread emails, and that number is only increasing for senior employees.

Important emails can quickly get buried under these unread emails. By moving them to a separate location, these emails can be accessed quickly when needed.

This process is especially useful for audits, investigations, and compliance with any data regulations that have file retention requirements, such as Sarbanes Oxley in the legal industry.

Data security

In a network outage or cyberattack, your organization may lose access to unarchived sensitive data.

As part of a comprehensive Continuity of Backup and Disaster Recovery (BCDR) plan, you can use Email archival to prevent data loss by storing important Emails in multiple locations.

When employees accidentally delete important emails or reschedule work, emails can easily be lost forever. Email archiving ensures that Email is always available, removing human error from the equation.

What’s the point of archiving Emails?

Email archival is every Email circulating in the organization that is copied, indexed and stored in an impatiently protected format for easy access and retrieval in day-to-day operations.

Sometimes archived email records are used to protect an organization in legal proceedings or to demonstrate that the organization operates according to various government or industry standards.

Before we begin our final list of the 20 benefits of E mail archiving, here are the

Top 10 reasons every business should archive email:

  1. Obedience
  2. memory management
  3. invention
  4. End-User Monitoring
  5. IT performance
  6. company knowledge base
  7. information request
  8. Prevent data corruption
  9. Advanced Analysis
  10. Organizational Benefits

What happens when you archive an email?

If you want to clean or organize your inbox, you have several options, including deleting email messages or moving them to a Gmail archive folder. If you choose the latter option, move your messages from your inbox to another folder – Archive.

When you archive an email, save it for future reference. And when someone replies to an archived email, it reappears in your inbox. Archiving is the best solution for emails that you want to retrieve from your inbox but will likely need later.

Why is Email archiving important?

Companies need to be able to store Email securely and prevent it from being processed. Several other uses make Email archival an important and useful business tool, including electronic detection, regulatory compliance, and business continuity.

But as we rely more and more on email communications – studies show that up to three-quarters of business IP is contained in Email and messaging systems – many organizations are not yet convinced of the benefits of e mail archiving systems.

Why does an organization archive email?

There are several business reasons for implementing an archiving solution, including:

  • Business continuity and disaster recovery.
  • Internal audit, investigation and eDiscovery for litigation (especially for highly regulated industries)
  • Mandate to comply with regulatory requirements
  • Follow security best practices
  • record management
  • Intellectual Property Protection (IPR)
  • Minimize the need to increase bandwidth while saving data

Your backup needs can be divided into several categories. It offers benefits that can help you, from regulatory compliance requirements to cost savings.

How does the archiving process work?

The email archiving process captures 100% of incoming and outgoing emails. The system then places them in a secure cloud environment that is accessible.

This is not the same as archiving emails. The difference is that a backup only backs up data for a limited period to restore it when needed. Simply backing up your Email doesn’t meet regulatory compliance requirements, nor does it help prevent data loss.

You should know its limitations if you currently only use the backup approach. It’s also important to know if you can provide all the business reasons for keeping your Email or not.

Email archiving versus Backup

There is a stark difference between Email archival and Backup. The email archive serves as a historical reference outside the online archiving cycle. Because archived emails are stored indefinitely, this system requires a highly durable storage medium and a low total cost of ownership. High performance is also important for random read access. The purpose depends on the reliability of the data.

Email Backup backs up your entire email system to make it easier to restore it to a previously saved state. This creates a cost and storage management headache for companies that manage their email archives internally. Email archiving requires high-capacity storage media to handle large data streams while minimizing the total cost per gigabyte.

Different types of Email archiving

Different types of Email archiving. There are two types of Office 365 email archiving for operators or administrators.

There are two types of Office 365 email archiving for operators or administrators.

  1. Email backup from server: This is a centralized and automatic backup function independent of the end-user. This is the most common type of Email archiving. Primary examples of such archives are mailbox servers such as Office 365, IMAP, Exchange online, and Gmail.
  2. Customer email archiving: With this type of Email archiving, the customer configures the archiving and online archiving process, which is also the user organization’s responsibility. They usually use a POP3 mailbox or a local email client like MS Outlook or Mozilla Thunderbolt.
  3. Again, different backups depend on the type of storage space.
  4. On-premises Email Backup: On-premises email backup includes purchasing the software and hardware infrastructure required to install it in an enterprise exchange server environment.
  5. Cloud-based Email archiving: A cloud archive is when a company manages email servers in the cloud instead of setting up devices on-premises.

Some email archive solutions also offer the tool if the company supports cloud servers and decides to store archives locally. One such Email archival tool, Office 365, offers the ability to do this.

Need to archive emails on-premises?

Nowadays, cloud e mail archiving has become popular, but many companies prefer Email archiving because cloud email archive solutions are sometimes unreliable.

IT managers and technology leaders believe that on-premises Email archiving gives them complete control over the archiving process. This guarantees full management, authority and responsibility of the archived data. E mail archiving in the cloud is a cost-effective solution, but on-premises Email archiving allows organizations to store archived data more efficiently.

Email archiving in the cloud

Public cloud providers promote service-based email security, software, and storage approach. The Storage-as-a-Service model allows businesses to consume as few or as many resources as needed, depending on needs. Likewise, cloud-based E mail archiving can be an option for midsize businesses looking to avoid the costs of dedicated email servers and associated infrastructure.

Using cloud-based email archiving to store Email does not require special email archiving software or hardware. Archives hosted in the cloud usually have strong search capabilities and great scalability. Users can define online archiving policies tailored to their business needs.

But there’s a reason to be careful when considering cloud email archives. The first is the issue of cost versus the level of internal governance that consumers need to address. Note that managed service providers occupy disk space in multi-tenant data centers. The responsibility for managing the archive itself rests primarily with the user.

Additional fees may apply for specialized services such as B. sorting by electronic search or suggestions of what terms may apply to content.

As with any provider, it is important to clarify the level of service. It should indicate how quickly it should restore cloud-based email archiving data, compensation if the provider fails to meet its obligations, and contingencies for the data if the provider retires. Encryption, data residency and payment card industry email security standards are also considered.

5 Advantages of Email archiving

5 Advantages of Email archiving. For more information on why we archive Email and what archiving means, check out some benefits below and learn how better email management can take your productivity to a new level.

For more information on why we archive Email and what archiving means, check out some benefits below and learn how better email management can take your productivity to a new level.

Email archiving is nothing new; these email archive tools have been around for years, so why aren’t more companies using them? Here are five benefits of an email archiving solution:

  1. Storage: Storing email data on a live server can significantly reduce performance as the exchange server becomes fuller. The only other option is to delete the Email entirely – not a viable option as it can lose important data forever – or store it somewhere else. Email archiving follows this last option, moving data to a secure off-site server or a cloud environment. Some email archive solutions use advanced compression and deduplication to reduce the required storage space in the archive—sometimes up to 50 per cent or more.
  2. Restoration: Depending on the backup solution you already have, email backups can speed up the process when your data needs to be restored. This is because archived data takes up less disk space. In addition, recovering unarchived Email is faster and easier as the data load on the email server is reduced.
  3. Email Security: Just because your old Email is out of sight and stored elsewhere doesn’t mean it’s not as secure as the Email in the middle of your immediate inbox. WhYourata is always intact and protected with continuous data backup and best-in-class disaster recovery capabilities. When you have the right email backup solution for the best service, look for a provider that offers reliability, availability, and performance with a 99.9% uptime guarantee and financially backed service level agreements.
  4. Productivity: Having your live server jammed with a lot of email data can make searching for specific emails or topics tedious and slow. Additionally, by clearing email inbox quotas and setting up automatic Email archiving, employees no longer have to spend valuable time deleting emails or moving them to PST files, as was the case before. Finally, when you give your employees easy access to archived and archived email data, you put the power in their hands—which means they don’t have to hand IT over to them.
  5. Suitability: Most industries require organizations to maintain business records – and since emails often contain such records, deleting them should not be. Some industries, such as healthcare, financial services, pharmaceuticals, and energy, have even stricter regulations about keeping business records.

Different types of Email Archiving Tool

A variety of Email archiving service products are available, from services built into archiving software packages to storage management email archive tools provided by storage array vendors. The following list is not exhaustive but highlights some well-known vendors and products designed for Email archiving and migration.

  • Acronis Backup Cloud for Office 365
  • Archive360
  • Barracuda Message Archiver
  • Commvault Email archiving
  • Secure Dell EMC SourceOne
  • Google Vault
  • HubStor
  • Microsoft Azure Archive
  • Rackspace Email archiving
  • Veeam software
  • Veritas Enterprise Vault

How do you find the right Email archiving solution?

Now that you know some of the benefits of Email archiving, you might start thinking about what features you should look for in an archiving service for your business.

There are several important features to consider when archiving Email. This includes the admin policies offered by the service, electronic detection capabilities, ease of use of the service (for admins and end-users), its regulatory compliance obligations, and of course, the cost of storing and exporting archived emails.

It is very important to research every backup solution offered by the vendor and decide which service meets your business needs. To help you find the best Email archiving solutions for your business, we’ve compiled the guides for email archiving solutions for businesses, which you can read here.

Who is responsible for evaluating email archiving solutions?

Many companies don’t use Email archiving services until their email servers reach capacity or until they experience the devastating consequences of a lawsuit in which the Email contains compelling evidence. Don’t be the owner of this company!

Now it’s time to work on Email archiving. Your internal messaging administrator can set up an email archiving system. But it is best to outsource this work. Outsourcing allows your administrator to focus on other IT needs.

Ready to find the best Email archiving solution for your business? Read on to find out what to look for in a solution.

8 Mandatory features in Email Archiving Solutions

Email archiving is so that your organization can maintain access to Email for legal and business purposes. Without the right email archive solutions, your business may spend too much time archiving Emails.

Before you spend money on an Email archiving solution, choose one that fits your business needs. Here are 8 features to consider when considering an Email Archiving solution. Before deciding on a backup solution, you should prioritize the following features:

  1. Security: This is at the top of the list. Learn how the system protects data with encryption (both in transit and at rest) and how the system meets data email security compliance requirements.
  2. Scalability: You don’t want to be limited by storage capacity. Make sure it can meet your needs today and tomorrow.
  3. All File Types Index: Not all backup products include file types or attachments. Ask what can be shown to make sure you are protected.
  4. Continuous email retrieval: Ensure that the solution captures and stores all emails sent and received.
  5. Search capabilities: In most cases, you will need access to your email archive because you are looking for specific litigation, breach, or audit information. Choose products that make searching easier with tagging, filtering, advanced search, and categorization.
  6. Export: Once you find the emails you need, you’ll want to be able to export them to an archive. Make sure this is possible and that you have plenty of options to choose from.
  7. Integration: Standard Office 365 backups don’t give you full protection. It would be best to have a special tool to meet all your needs. This usually requires integration, so make sure there are no compatibility issues when comparing options.
  8. Easy setup: you don’t have to jump through the hoops to add this to your Email. It should be easy to implement and require no additional licenses.


Email archiving gives users peace of mind that their emails and data remain safe even if the sender or recipient deletes the Email from the inbox. Email archiving service ensures legal compliance and prevents legal disputes.

This precaution is especially useful for organizations such as banks and financial institutions, which often need to use documentary evidence such as emails to defend their interests against litigation.