Email Archiving Solutions Comparison: Shared SaaS vs Dedicated Cloud vs On Premise Server

Email Archiving Solutions Comparison: Shared SaaS vs Dedicated Cloud vs On Premise Server

Organisations looking at deploying an email archiving solution have three types of solutions to select from:

  • Shared SaaS Archiving On Cloud
  • Dedicated Email Archive On Cloud
  • Dedicated Email Archive On Premise

This article aims to help organizations understand and compare the working of these three solutions, the pros and cons of each and the fit of each of these solution types.

(We have assumed the use of AWS Cloud for the dedicated cloud setups.)

Essentially an organization is looking to retain a copy of every mail exchanged by all users in a secure enterprise email vault for recovery and compliance purposes.

Email Archiving Solutions Comparison

Attribute Shared SaaS Archiving Solution on Cloud Dedicated Email Archive Solution On Cloud Dedicated Email Archive Solution On premise
Model Subscribe, Configure and Consume the services Provision server and storage infrastructure on the cloud, deploy email archiving software on this setup, configure for high availability and security, and use this setup. Provision server and storage infrastructure on premise (bare metal or virtualized), deploy the email archiving software on this setup, configure for high availability and security,
Infrastructure No infrastructure required at your end except an internet connection to allow mail exchange from the primary mail servers to the email archival service on the cloud. Setup a server and storage on the cloud, in your AWS cloud account, and install the chosen archival software on it. The instance type and storage capacity will depend on number of users and the retention period. There are two ways to connect this to your primary mail servers: one – over the Internet and two – establish a direct connection between the data center and the cloud (DirectX). Setup a server and storage in your data center, and deploy the chosen email archiving software on it. The server capacity and storage capacity will depend on number of users and the retention period. The users will be able to access this over the LAN/WAN.
Working A copy of the email from the Primary mail servers is pushed into the multi-tenant SaaS setup over the Internet. The users can now access the self-service portal over the Internet or over a direct connection between the data center and the cloud (DirectX) to help them in ediscovery and recovery of mails on-demand. The administrators can manage the setup and serve compliance requests via the Admin Panel. A copy of the email from the Primary mail servers is pushed into the dedicated email archive setup over the Internet OR over a dedicated link between data center and the AWS Cloud (DirectX). The users of the organisation access a self-service portal over the Internet or over the direct connect to help them in ediscovery and recovery of mails on-demand. The administrators can manage the setup and serve compliance requests via the Admin Panel. A copy of the email from the Primary mail servers is pushed into the dedicated archiving setup over the LAN. The users of the organisation now get a self-service portal to help them in ediscovery and recovery of mails on-demand. The administrators can manage the setup and serve compliance requests via the Admin Panel.
Benefits of Email Archiving Solutions
  • Opex model, pay as you go, no Capex required
  • No maintenance and monitoring of infrastructure
  • Guaranteed performance and durability of data
  • Unlimited storage, with automatic hands-free growth on-demand.
  • Solution and platform designed for high security
  • Captive private deployment with full control and the benefits of a cloud platform.
  • Opex model, pay as you go, no Capex required
  • Captive private deployment with full control on data
  • Use existing components to compute and storage (if available)
Drawbacks
  • Archiving and access to the cloud email vault can put pressure on the Internet bandwidth
  • Setup needs to be designed for reliability, security and high availability
  • Re-architecting required for growing email storage demands
  • Re-architecting required for new security threats
  • Plan upgrades and updates of the software to handle new solution demands
  • Internal teams to maintain and monitor the setup 24/7 and deliver on SLA
  • High cloud storage cost, so need to plan for cost optimisation
  • Setup needs to be designed for reliability, security and high availability.
  • Re-architecting required for growing email storage demands.
  • Re-architecting required for new security threats
  • Plan upgrades and updates of the software to handle new solution demands
  • Internal teams to maintain and monitor the setup 24/7 and deliver on SLA
  • Capex to purchase and AMCs to maintain the infrastructure.
  • Setup needs a backup solution in place for disaster recovery.

Bill of Material (BOM)

Attribute Shared SaaS Archiving On Cloud Dedicated Email Archive Solution On Cloud Dedicated Email Archive Solution On Premise
Recurring
Subscription cost of the email archive software Depends on the SaaS service chosen Depends on the email archival software license purchased Depending on the email archival software license purchased
Cost of support Included Mostly this will be extra, and over and above the software license cost Mostly this will be extra, and over and above the software license cost
Server and storage Included Server instance and storage on the cloud in Opex model Server and storage with AMCs in Capex model.
Monitoring and Maintenance Included Customer needs to deploy systems and teams for maintenance and monitor the setup 24/7 Customer needs to deploy systems and teams for maintenance and monitor the setup 24/7
Service Desk Customer needs to deploy a team to handle end user queries Customer needs to deploy a team to handle end user queries Customer needs to deploy a team to handle end user queries
Direct connection to the cloud Optional to reduce pressure on Internet Bandwidth – as actuals from the service provider Optional to reduce pressure on Internet Bandwidth – as actuals from the service provider Not required
One time
Onboarding Most services include onetime cost into the subscription Extra Extra

Conclusion: So Which Email Archiving Solution To Go For?

From the email archiving solutions comparison above, a SaaS archiving service which is easy to sign up and get started offers way too many benefits for businesses to ignore.

Related blog: 5 Reasons Why SMEs Should Migrate To Cloud-based Services

(A slightly different variation of this article has also appeared on StartupCity’s February 2017 edition.)

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