Email is an essential component of any company or business. All of the internal and external communication in most the enterprises is done through emails. There are hundreds of emails sent and received every minute in large sized businesses. It is essential for businesses to backup all of these emails for legal and professional reasons.
This is where Email archiving softwares come in. Email archiving softwares make the process of backing up and storing the huge archives of emails easier and less prone to hacks. In this article, we are going to be doing email archiving solutions comparison.
Why should one use email archiving services?
The most important reason why businesses enterprises and companies opt for email archiving solutions because it helps to solve a problem that most enterprises face rather the IT department of most enterprises face. We know that Email is one of the most integral part of an active organisation, that is why it is important to maintain a standing backup of all of the emails sent and received within the organisation and between other organisations. This is due to many professional and also, most importantly legal reasons.
In many countries, it is required by law to maintain an archive of all of the emails sent and received by every company. Moreover, it is a really tedious task for the IT department to manage such huge volumes of Emails regularly. Employees face lots of technical challenges for doing so.
Email archiving solutions help to streamline this process by addressing the issues by maintaining an archive of emails which are stored in a backup server which can be both on-site or in the cloud. The emails in the archive are indexed i.e. all of the terms in all of the emails are listed in a separate file which helps to search through the archive quickly for producing relevant information in real time.
Today, Email archiving solutions have lots of extra features which can help your organization like making the size of the archive smaller by reducing redundant info in the archive. For example, repeated attachments are kept separately and only a single file is referenced in all of the emails to back up all of the emails without consuming lots of storage space. Having a smaller archive also helps the email archiving software to update and index the archive faster without using much processing power. This makes searching through the archive must faster as well.
Cloud-Based vs On Site Email Archiving Solutions Comparison
There are mainly two types of Email Archiving Softwares available in the market: Cloud Based and On-site Email Archiving solutions. Different types of businesses may require different types of email archiving solution and it depends upon the type of business you own to choose whether you should opt for Cloud based or on-site email archiving solutions.
The basic difference between
- cloud-based and
- on-site email archiving solutions
is that on-site email archiving solutions store the archives on a server which is on-site i.e. locally located in the business. Here, you have to set up your own server in the business premises rather than storing your files on a remote server and you have the responsibility to maintain and upgrade them. Whereas in cloud based email archiving, all of your files are stored on a remote server where it is stored in a safe cloud environment.
In case of on-site email archiving, you have full control over your archive and you won’t have to pay a monthly cost to anyone to maintain your email archive. There is however, an initial cost for purchasing the hardware and software required for offline email archival. This kind of email archival is suggested if you have an IT department which is well equipped to handle all of your emails. It is preferred for large-scale businesses with a large number of employees where you need to back up and store huge volumes of emails every day.
In cloud based email archiving solutions, you have to pay a monthly cost according to the number of employees in your company instead of a large initial investment on hardware and software. All of your emails will be handled in the cloud and you won’t need a well equipped IT department to handle the emails. This is preferred for businesses with less employees where there is a low monthly cost for email archival.
Now that we know about different kinds of Email archival services, let’s look at a few and do an email archiving products comparison.
Email Archiving Software Comparison
Aeternum by Hornetsecurity
It is a completely automated system which is available at affordable costs. The archives are completely legally compliant and provides audit-proof email archival without any administrative effort. Hornetsecurity Aeternum provides easy access to data at affordable rates.
Arctitan by TitanHQ
Arctitan is a cloud based email archiving solution which offers cloud based real time data encryption and high speed processing of results thanks to TitanHQ’s fast servers. TitanHQ also provides a free trial for Arctitan users which includes support services too!
Duocircle.com Email Archival
Duocircle.com provides cloud based Email archival services with complete Office 365 integration and with Facilitate Compliance. Duocircle.com Email archiving solution fulfills requirements of HIPAA, SOX, GLB, NYSE, NASD, SEC, FRCP, FINRA, and other regulations. All of your emails are stored in a safe cloud environment which makes your intellectual property safe from hackers and other prying eyes. All of your emails are stored in a safe dynamically scalable archive which can be easily updated regularly. You should try Duocircle – email archiving solutions.
RestorEmail by Greenview Data
Greenview Data RestorEmail is an email archiving solution which provides out of the box integration with business email providers like Office 365, Microsoft Exchange, Microsoft Exchange Online, Google Apps for Work, etc.