Why Cloud-based Email Archiving?

An enormous amount of information is being exchanged today via email, and this volume of emails sent and received is only growing with time. Organizations not only need a system in place to safely store these messages, but also a way to efficiently monitor and retrieve ones that may contain sensitive and confidential data. Then inability to do so can result in serious legal and reputational threats to an organization, should sensitive and confidential data get through the cracks.

Email archiving solutions allow organizations to store, monitor, and collect information exchanged by their users, ensuring compliance with internal policies and government regulations. In addition to email, most archiving solutions can also archive and manage other types of data, including instant messaging, web-based emails, calendars, contacts and files. If you are currently using an email archiving solution or are looking into one, cloud-based email archiving is something you should certainly consider. Here are a few reasons why:

1. No large upfront costs- you can avoid making a significant upfront investment by outsourcing. A typical email archiving solution can run you upwards of $100,000.That kind of initial capital can be difficult for small and medium businesses to fork over.
2. Smaller onsite IT staff- Since you are outsourcing with a hosting provider, your in-house IT staff can focus on other important tasks.
3. Strong security features- Hosting services often provide better protection of your archived data versus on-premises storage. Typically, all archived data is stored encrypted and the storage facilities provide multiple backup features to ensure preservation in case of power failure and other emergencies.
4. Higher up-time- When the solution is hosted in the cloud, instances that require going off line due to power failures, hardware malfunctions, and other unpredictable circumstances are highly reduced. To ensure hosting providers avoid interference in service delivery they use a combination of failover technologies and backup power sources, which keep your archived data up and accessible.
5. Unlimited archives- On-premises based archiving solutions require organizations to continually purchase new hardware in order to accommodate the growing number of messages. Cloud based archiving on the other hand provide unlimited amount of data and bandwidth per use for a flat rate, predictable fee.
6. Ensured compliance- Cloud based archiving ensures that not only is data stored and easily retrievable, but that the latest in regulatory compliance needs for messaging services are met. This can dramatically reduce resources and overall risk of the organization.
7. Predictable on-going costs- Typically, hosting providers will charge you on a per user/per month basis for archiving your data. This will result in a predicable monthly fee and a more accurate calculation of total cost per year.

These are just a few of the reasons why organizations are making the switch to cloud based solutions. Archiving in the cloud offers unlimited, secure archiving at a predictable fee with no large upfront investments required. Not only is cloud based archiving a cost effective alternative to on premises storage, it is also much more secure and the continuity archive solutions provide is unmatched. 

Are you looking to make the switch to cloud based email archiving for your organization? We can help. Contact Convergent Technologies Group for your free consultation.