EMail Archiving and Backup

With 55% of businesses being required to produce email by legal or regulatory bodies, every business needs an email archiving solution with reporting, eDiscovery and vast storage. With Cloud Email Archiving, you have an email archive solution that meets your business needs for protection and compliance with ease.

Access your organization’s Email Archive through a convenient cloud platform. Organization administrators can use web-based user interface to perform searches against a user, a group of users or the entire archive. Searches can be specified based on sender, recipients, content, attachments, date and much more. Messages can be forwarded or downloaded as needed.

Email Archiving is stored across secure, tamper-proof locations, guaranteeing the continuity and availability of your data when it’s needed. With a multi-tenant console, any company’s archive is private to other companies and any channel partner or service provider who may manage their archiving service, maximizing the cleanliness of their data. As such, email archiving is perfect for O365 and other cloud-driven organizations that want to flexibility of hosted solutions without the vulnerability they may present.

Organizations can choose to allow end-users to access the archive. Users can be granted additional archive related permissions such as administrator or discovery user permissions. End-users can search the archive within web-based user interface. End-users can also print their searches, forward or download the messages they need, with access is controlled at the admin level.

We provide the flexibility to allow you to designate your own retention policy. Your organization’s communications can be stored for up to 10 years, ensuring maximum compliance. Organizations can also impose a legal hold when needed to ensure that no archived email is disposed of. Furthermore, where many users fail to ever delete an email, causing significant data storage costs as companies grow, this storage and retention offering offers great value to companies struck by the bloated inboxes of so many “Email Hoarders”.

Full-text Indexing of Message Content, Including AttachmentsAs part of the archiving process, the solution extracts textual content from common fields in your messages to create a full-text index for searching, allowing easy search of any content stored in the archive. Without the challenges of managing bulky and sprawling attachments, the Email Archiving Solution makes finding the information you need even easier.

Messages can be ingested into your archive over IMAP with a local journaling mailbox, or take advantage of remote journaling over SMTP. This functionality sends a copy of all mail sent or received by members of a defined security group either locally or to a remote SMTP address. With both local or remote journaling for Exchange and remote journaling for O365 on archiving, most organizations can ensure complete regulatory compliance archiving with their email server and method of choice.

Email Archiving

The cost, complexity and manpower to properly back up, safeguard, index and retrieve email for a number of different requests are growing at a stunning rate. Issues such as compliance, e-discovery, storage management and knowledge management are driving demands for more efficient ways to archive email so it can be retrieved quickly, accurately and securely when needed, but also tucked away on the most cost-efficient media while it is inert.

When it is done with the right tools and policies, email archiving can be one of the best-leveraged and most efficient tools that storage administrators have to bring sanity and coherence to this morass of email sitting on so many expensive arrays based on hard drives or solid-state drives. In fact, 40% respondents to a survey from indicated that they already are using email archive products, and another 19% said they are planning to purchase email archiving solutions in 2014.

Another important aspect of email archiving is the increasing trend of archiving data in the cloud. According to research conducted by, archiving already has achieved significant popularity as a cloud storage application, and is on the rise: The percentage of respondents saying they are archiving data in the cloud jumped 6 percentage points in a six-month period, to 34% overall. Whether cloud-based archiving is used as a greenfield application or as a way to migrate specific workloads to the cloud, it is essential that IT professionals and storage administrators understand the capabilities of their backup software to reliably, securely and automatically migrate archive-ready data from on-premises infrastructure to the cloud.

Top 5 Reasons Why Email Archiving is the New Killer App

Whatever your motivation, it’s clear that email archiving is gaining increased attention and demands close scrutiny when it comes to formulating an overall data protection strategy. The following are some of the key drivers for email archiving, and what you should look for in a software solution to support a comprehensive email archiving plan:

1.    Significant improvements in user productivity. Improved I/O rates and search speeds are at the top of every storage administrator’s wish list when it comes to being able to retrieve data from an archived state to an active state. In many cases, it is the end user who is looking to retrieve data from an archived state, and may not be able to locate the appropriate email without proper email archiving capabilities such as rules-based indexing or easy-to-use search methodologies.

2.    Enhanced data protection. By cutting the amount of active data to be replicated to backup media, email archiving guards against data leakage and outright data loss. Instead of simply dumping copies of all emails onto archive infrastructure such as tape or a mirrored disk array, the right email archiving software helps organizations protect the data from user error or unplanned downtime.

3.    Improve ability to meet governance and compliance requirements. Face it: Compliance and governance requirements are only going to become more stringent in the near future. Your organization’s ability to safeguard data and make email records available quickly and reliably for audit trails, e-discovery and other IT best-practice demonstrations depends on a sound email archiving approach.

4.    Support big data analytics. Not only is more unstructured data being created every second in email formats, but that data is also increasingly being used in high-end analytics workloads such as big data. For instance, marketing departments need to scour email conversations with clients to correlate the effectiveness of marketing campaigns with sales results. Engineering groups often rely on email-based collaboration to establish intellectual property claims, and sales organizations can comb through emails to unearth information about competitors from suppliers, trading partners, customers and prospects.

5.    Increased flexibility and customization of data protection and data security. Storage administrators have long known that not all data can or should be treated the same way, and lately that philosophy has been applied with great vigilance when it comes to archiving email as part of each organization’s unique data protection and security strategies. Automated tiering capabilities in today’s email archiving solutions can reduce costs, improve manageability and let end users access essential information from the archive without exposing that data to unnecessary risks for data loss or security breaches, especially in today’s Web-based access frameworks.

When evaluating your options for email archiving solutions, you should look for certain functionality and capabilities from your suppliers. For instance, consider the following:

  • Can your solution provide easy and real-time end-user access to archived email data?
  • Can you do complete compliance searches without disrupting your production systems of Email Services?
  • Does your solution conduct “intelligent” collection that utilizes rules-based automation, rather than relying on manual tuning and heavy IT intervention for email archiving?

If these issues are important to you, one solution that you should be evaluating is E-Mail Archive. Over the period, independent analysts and consultants have acknowledged Mail Archive for its comprehensive, automated and feature-rich approach.

One new end-user access feature in various Mail Archive is tightly integrated with Outlook to provide end users with native access to emails collected. It supports full-text search from the Outlook search bar, and its out-of-the-box utility helps IT organizations save valuable time and cost in training end users.

Compliance searching is another important feature of E Mail Archive, designed to offer either simple keyword or advanced search capabilities to quickly and efficiently search email conversations, files, keywords, date ranges or other criteria. Whether the user is technically sophisticated or a relative novice on email search, E Mail Archive compliance searching feature combines rich functionality with ease of use.

In order to help organizations find relevant information within huge volumes of email, E Mail archive feature provides intelligent data collection with self-service access to Volume Store, and helps reduce costs with automated tiering of volumes for data storage. This intelligent collection functionality helps to double archiving & search speeds, but with a significantly lower impact on storage costs.

The content-aware retention feature provides a reference copy that enables policies to be applied to different email retention requirements, media types or locations. The reference copy provides customers with a policy-driven engine to manage extremely high growth rates for email, while keeping storage costs to a more manageable level.


In many ways, email has become the lingua franca of business—a common communications medium and format for conveying information inside and outside the organization. But without a proper email archiving solution, the organization’s data security and operational efficiency can be compromised.

IT professionals and storage administrators should look for email archiving solutions that deliver high degrees of automation, provide ease-of-use features that enable end-user self-service, hold down runaway storage infrastructure costs and ensure adherence to everything from industry compliance mandates to corporate IT governance guidelines.

E Mail Archive provides the breadth of features, ease of use and cost efficiency necessary to keep up with the runaway growth in email and the organization’s need to securely and efficiently produce email-based information when and where it is needed.

Leave a Comment

Your email address will not be published. Required fields are marked *