Email archiving is an absolute must in businesses. In fact, there are legal requirements in place for businesses to be able to find information dating back as much as seven years, and ensuring this data is unaltered. If a business is no compliant with this, the resulting fines are hefty. This is why all companies should look into the top email archive solutions.
The Need for Email Archive Solutions
The main reason why external archive solutions are required, is storage. Keeping thousands of emails sent every day for seven years requires a huge server, which is incredibly expensive. Naturally, it is possible to simply continue to purchase extra storage. Companies like Netapp and EMC, popular storage companies, have noted that this is something many organizations continue to do. In fact, their sales for storage have gone up by 41% and 33% respectively. Yet, IT budgets have stayed stagnant. This means that there are some key issues that organizations are facing, including:
- That their data continues to grow.
- That they must find solutions to store data.
- That traditional storage is becoming too expensive.
Luckily, different archiving solutions exist. Mainly, there are three specific solutions to consider.
- On-Premise Archiving
This is a traditional solution and was long the most popular, particularly in the large financial services. It means:
- That a business has its own physical data center where everything is stored.
- That the business must managed its own installation, update, maintenance, configuration, operation, and servicing of the system and its infrastructure.
- That the software is installed on virtual machines or dedicated host servers.
Essentially, on-premise archiving means a business continues to be responsible for every element of their data storage infrastructure, including backup and restoration after disasters or catastrophic incidents. Unsurprisingly, this option is becoming less and less popular.
- Hosted Archiving
The second option means that archiving is essentially outsourced. This means:
- That everything is stored in the data center that belongs to a vendor.
- That the business does not have any responsibility for the infrastructure of the storage system.
- That the focus will be on the functionality of the archiving process.
- That businesses have to consider the volume of data that is stored, and whether or not they can purchase extra storage if the need arises.
Hosted archiving is popular because it can be scaled, but capacity management does continue to be an issue. Additionally, the expense of doing this is quite high, particularly if additional storage is required.
- Cloud Archiving
The final option is to use third party cloud infrastructure. This means:
- That neither the business nor the vendor have responsibility for the physical infrastructure of the storage.
- That the archiving system is built and maintained by the vendor.
- That the business focuses exclusively on the functionality and process of archiving. This includes exporting data for eDiscovery solutions, searching for content, creating retention policies, and so on.
This final option is by far the most popular, and the most logical to have, as it enables each party to focus on the things that they are good at. Furthermore, it is the most cost effective of all options.