E-mail Archiving

E-mail has become one of the largest methods of contact for any business but how are you supposed to manage and store all of that data? That’s where e-mail archiving comes in.

When people talk about e-mail archiving they’re really just talking about moving your e-mails from your mailbox to another repository so that you can access historical e-mails in case you ever need them again. There’s a few different methods for e-mail archiving, today we’ll explain some of those ways and the benefits that they provide.

Most mailboxes have a limit on their size; meaning once you have enough e-mails you won’t be able to send or receive e-mails anymore until you get rid of some, now deleting any useless e-mails is always the best way to start but you can archive the ones you think you’ll need. Traditionally this would mean creating a PST file and exporting over the desired e-mails to that file. Alternatively, it can be done by setting up auto archiving within Outlook to automatically move any e-mails older than the set amount of days to the PST.

This is really useful as anything stored in the PST file doesn’t count towards your mailboxes file size. It also makes it easily accessible since it adds the PST file as if it’s another mailbox, you can archive any e-mails simply by dragging and dropping into the folder you want. In old versions of Outlook such as 2003 and 2007 PSTs had a file size limit of 20 GB but in Outlook 2010, 2013 and 2016 they have a limit of 50 GB.

The problem with a PST file is that it’s still being stored and accessed on the computer and as your mailbox and PSTs grow then so will the strain on your computers hardware. Now depending on your hardware, you may begin to see performance issues when your data files reach over 5 GB. A Solid State drive will help with this massively as large mailboxes can be quite disk dependant.

This is where online e-mail archiving applications comes in handy, luckily built into Office 365 although it is compatible with Exchange server 2016, 2013 and 2010. They now offer a service called Exchange Online Archiving which looks and feels like another mailbox but it’s stored in the cloud and accessed through the internet instead of storing it on the local computer and taking up resources and space.

Exchange online e-mail archiving is an enterprise grade archiving solution that helps to solve archiving, compliance, regulatory and eDiscovery challenges. It offers a range of benefits when compared to traditional local archiving. Some of those benefits being:

  • Keep all your important data in one place by giving users an In-Place Archive with a native, well-integrated user experience.
  • Immutably preserve and hold user information for discovery at later dates with In-Place Hold.
  • Safeguard your data by hosting it in globally distributed data centres, with continuous data backup and premier disaster recovery capabilities.
  • Deliver reliability, availability, and performance with a guaranteed 99.9% uptime, financially-backed service level agreement.
  • Archive storage provides each subscriber with 50 GB in their archive mailbox, providing access to historical information. Automatic addition of storage is available for select subscription plans.
  • eDiscovery features help you to find, produce, and manage data across your organization in an easy-to-use web interface.
  • IT-level phone support is available to you 24 hours a day, seven days a week.

If you’d like to learn more about Exchange Online Archiving then please click here.

However if you need something a little more robust there are other options such as Mimecast Cloud Archive for E-mail. Mimecast Cloud Archive retains the original e-mail, meta-data including the recipients, delivery date and time as well as a copy of the e-mail if it was changed by a company policy. Here’s a list of some services that it offers:

  • Automated mailbox size and retention management to reduce email storage overhead and infrastructure management costs.
  • Centralized control of email retention policies with three tamper-proof encrypted copies stored in separate locations to support data security and governance.
  • 7 second search SLA to put information at employees’ fingertips.
  • Administrative global search and e-discovery cases for quick response to potential litigation with visibility to both original and policy-modified emails.
  • Reduced cost and complexity through a single cloud platform and an intuitive, unified administrative console.
  • User empowerment via an Outlook® add-in, Mac app and mobile apps for iPhone®, iPad®, Android®, Windows Phone® and BlackBerry® devices.
  • Certified to ISO standards – ISO 22301 Certification, ISO 27001 Certification, and ISO 27018 Certification (global), SOC2 Type 1 Attestation (US), and HIPAA Compliance attestation (US and UK).

If you’d like to see learn more about Mimecast Archiving then please click here.

The great thing about these products is that they’re hosted in the cloud, now some people may think that means more expense but it’s actually the opposite. When you look at the true cost of an on-premise archiving solution you need to consider the cost of annual storage purchases, servers, software, backups, disaster recovery planning and resources, hardware/support agreements, floor space, cooling and electricity and potentially additional employees to manage the storage resources. That’s a long list but when you’re buying hosted, all that is included into your monthly cost.

Each application provides a variety of benefits when compared to local archiving and depending on your situation then either one could be the perfect choice for your business. If you’d like to talk about potentially getting this setup for your business then please speak to a member of the team on 0345 337 38 38.