6 Best Email Archiving Solutions

For many online businesses, email archiving is a non-negotiable security measure. Whether it’s to ensure compliance or simplify your company’s broader storage strategy, setting up an email archive can have lots of advantages. Therefore, you might be looking for an email archiving solution for your business.

Fortunately, there are plenty of reliable tools to help you archive emails efficiently. In order to choose the right solution, you’ll want to consider features such as compatibility, storage options, and security. Then, you can pick one of the best email archiving providers, such as ArcTitan, Jatheon, or Barracuda.

In this post, we’ll dive a little deeper into email archiving software and discuss why it’s important. Then, we’ll highlight some factors to keep in mind when selecting your provider. Finally, we’ll share six of the best email archiving solutions on the market. Let’s get to it!

What Is Email Archiving (And Why Is It Important)?

Let’s start by explaining what email archiving is. In a nutshell, it involves archiving email communications in a safe place. This is crucial for online stores and other types of businesses.

First of all, a proper email archiving system plays a key role in data protection. It can help safeguard your online business in various “emergency” situations.

For example, if your website and email servers fall victim to a cyber attack, email archives can help you restore important data.

Similarly, if your company is facing a lawsuit, having access to email data can help your case during the investigation (also called the e-discovery phase). And if your business is audited, email archives can help keep you out of trouble.

Additionally, some compliance standards require online companies to store emails for a certain amount of time. For instance, to be HIPPA compliant, healthcare businesses typically need to retain emails that contain important documentation for six years. Of course, email retention policies depend on your industry and location.

What to Consider When Choosing an Email Archiving Solution

Now, you know a bit more about email archiving and the role it plays in data protection. However, you might be wondering how to choose your email archiving solution.

So, here are some important factors to consider when choosing email archiving software:

• Compatibility. Your email archiving solution needs to integrate with your email host. Fortunately, the majority of email archiving solutions cater to multiple providers.
• Usability. You’ll want an archiving solution that’s easy to use. Look for characteristics like an intuitive interface and simple search tools for when you need to retrieve archived data.
• Storage options: When it comes to safely storing important email data, hardware solutions alone won’t be enough. So, you’ll want to consider your email storage options. Ideally, you’ll find a provider with cloud based email archiving.
• Regulatory compliance. As mentioned earlier, compliance plays a big role in email archiving. If you need to comply with HIPPA, the GDPR, or the Sarbanes-Oxley Act (SOX), you’ll want to make sure that your email archiving provider can help you with that.
• Data security. A reputable email archiving solution will provide you with security features like encryption and backups to prevent data loss.

Before you commit to a particular email archiving software, you’ll want to be certain that you’re happy with your email host. That’s because your choice will be partially based on available integrations, and if your required integration changes at any point, you might need to switch your archiving solution as well.

If you don’t have one already, you’ll want to get a custom, professional email for your business. Ideally, this should be the same as your website’s domain.

SirsteveHQ is an excellent choice for web hosting, email hosting, and domain registration.

First start with selecting your email hosting package (I recommend Plus or Turbo) and then a domain that you’d like to use for your email hosting. After that, simply finish the checkout and you’ll receive instructions on how to access your email inbox.

6 Best Email Archiving Solutions

Now, let’s look at six of the best email archiving software options on the market. Note that we won’t be discussing pricing as most of these companies don’t advertise costs on their websites – you’ll need to reach out to them for a quote.

1. ArcTitan

First up on our list is ArcTitan by TitanHQ. If your business uses Microsoft 365, this might be a good option for you, as it integrates seamlessly with the platform. However, you can also configure ArcTitan to work with Google Workspace.

When you sign up for ArcTitan, you’ll get a cloud based email archiving solution. This way, you can rest assured your email archives are secure while reducing the load on your email server.

With ArcTitan, your email archives will be encrypted and you’ll be able to access them remotely. Plus, ArcTitan is user-friendly and makes it easy to manage and search for emails.

2. Jatheon Email Archiving Solutions

Jatheon Email Archiving Solutions is another top contender. It comes with everything you need to ensure email compliance, manage corporate email, monitor conversations (to prevent employee misconduct), and more.

It’s ideal for both small businesses and large enterprises. Furthermore, if regulatory compliance is a concern, Jatheon can help you meet standards for tons of email retention policies, including HIPPA, SOX, GDPR, FOIA, FERPA, and much more.

3. Libraesva Email Archiver

Libraesva Email Archiver is another email archiving software worth considering. While it can integrate with any email server, it works best with Microsoft 365 and Microsoft Exchange.

With Libraesva, you’re able to choose between an on-premise or cloud archive. As with the other security solutions on this list, you’ll get plenty of compliance features. It offers encryption, auditing, and anti-tampering tools.

Additionally, Libraesva lets you use more than 80 distinct permissions to create user roles. You can also configure its settings so that accessing sensitive data requires approval.

4. Mimecast Cloud Archive

Mimecast Cloud Archive is another excellent option for storing and managing email communications on the cloud. Considering its large collection of email security and management features, it is best-suited to enterprises.

In addition to compliance and online archiving options, Mimecast’s Cloud Archive prioritizes features for preventing data loss and empowering employees. For instance, its advanced backup tools can help you secure emails as well as files, folders, contacts, tasks, and notes.

Finally, Mimecast’s self-service, beginner-friendly tools make it easy for legal teams to accelerate e-discovery.

5. Smarsh

Smarsh offers a comprehensive email archiving solution that supports almost every email platform you can think of. That includes Microsoft 365, Gmail, Salesforce email, Microsoft Exchange, and more.

Smarsh stands out for its “direct source capture” functionality. This means that it can preserve all emails in their exact format, thereby storing the full context of the message content. Plus, it can determine message directionality and it supports attachments.

Additionally, Smarsh can help larger companies simplify supervision with multi-tier review queues, customizable policies, and more. At the same time, it empowers employees with a Personal Archive, so they can more easily manage their historical data.

6. Barracuda

Finally, let’s look at Barracuda. This cloud email archiving solution gives you everything you’d expect and more. That includes powerful tools for archiving and retrieval, user management, as well as compliance.

For instance, if your company finds itself under a legal investigation, it enables designated auditors to put a hold on specific content. Plus, you can tag individual messages found in search results. This way, they can be easily classified during e-discovery.

Barracuda also archives non-email content like appointments, tasks, and notes. However, it’s important to note that it’s not intended for businesses that use Microsoft 365.

Conclusion

If you run an online business with a robust marketing strategy and a large team of employees, you can benefit from maintaining a secure email archive. However, you’ll want to make sure that you choose the best email archiving tool, based on your needs.

To recap, here are some of the best email archiving solutions on the market:

1. ArcTitan: A simple, user-friendly option.
2. Jatheon: Good for small businesses as well as larger companies.
3. Libraesva: Stands out for its advanced permissions and user roles.
4. Mimecast: A solid cloud based archiving solution.
5. Smarsh: Great for its employee features and multi-platform support.
6. Barracuda: Offers powerful searching features and advanced legal and compliance tools.

Do you have any questions about the email archiving solutions featured in this post? Let us know in the comments section below!