Businesses increasingly are opting for cloud based collaboration tools over on-premise set-ups to cut costs and secure storage. The collaboration software suite category includes big players such as O365, G Suite etc. These cloud email solutions usually offer substantial storage as part of their offering with high durability.
Many would think that to be enough guarantee for data security.
However, there are situations such as accidental loss of mail data, which may require a business to consider an email archiving solution as additional security for their critical mail data. The above listed email services usually offer archiving as an additional option.
Why would you consider a third party email archiving solution?
Well, you should, for these three primary reasons:
- As mandatory compliance for a secondary mail store; Often companies require to store copy of emails for regulatory reasons. Adopting a third party archive solution creates a secondary store from where mails can be accessed easily in case there is a downtime in the primary mail server, ensuring business continuity.
- To reduce the cost of service; Third party archiving can often provide a lower cost option to the archiving solution provided by the mail service provider.
- To gain additional flexibility in moving to a different platform; Should you feel the necessity to move to a different platform, a third party archiving can make the migration that much simpler.
Third party archiving can also help by adding further advantages to the already existing capability of a hosted email service when these are not available as part of the plan.
Here are 7 benefits of using third party email archiving services with cloud email solutions:
- Storage capacity of mailboxes: Unlimited storage policies offered by third parties can help organizations send and receive a large number of mails each day without the disadvantage of running out of storage space and bringing in a stress-free working environment.
- Export and import of mails: Third party archiving solutions allow the export and import of mails in various file formats such as PST or EML. This allows easy access of documents in desired file formats saving time and enhancing productivity.
- Archived mail security: Many third party organizations allow the use of the archive folders even after the deletion of an account on the primary mail server thereby assuring access to all mails. Customers no longer need to make mailing lists or maintain primary accounts of exited employees just to backup information.
- Email journaling: With third party archiving systems, customers can enjoy email journaling capabilities. The system archives mails before delivery into the inbox of the recipient. Thus retaining all the information and providing utmost data security.
- Tamper proof: Accidental or malicious deletion of mails can result in the loss of valuable information, disrupting business continuity. Third party archives generally store mails in an encrypted read-only format, thereby making it tamper proof.
- Cost of migrating/ upload: Migration of an old mailing system along with uploading historical mails to the cloud can be a costly and a time consuming process. Third party companies allow for historical mail upload in their archival solutions, which is cost effective. In addition, real time mailing system is quickly and neatly migrated to the new mailing system on cloud. This serves twin purposes of cost cutting as well as efficient and quick migration of mailing systems to the cloud.
- Flexible purchase options: Often organizations prefer to segment the email retention policy based on the usage. One-size-fits-all plans can cost more than necessary. Third party archiving solutions may provide greater flexibility in terms of the different plans and the flexibility in opting for different plans across sets of users.