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Email Archiving
Email Archiving with Hosted Mail Services
Many businesses seek out hosted email providers as an alternative to setting up their own email servers. This has many benefits such as great storage capabilities with minimal infrastructure but having your data off-site and out of your reach also comes with some drawbacks.
What many businesses may not be aware of are their on-site email archiving systems that are compatible with hosted email services. Email archive has many benefits to offer your business, and can also compliment the benefits of hosted email solutions very well. Combined, the two can offer a low-cost, low-maintenance, highly efficient solution.
Benefits of Hosted Mail Services
• Storage • Low Cost • Convenient
Hosted email services relieve a lot of pressure on businesses. Firstly they are comparatively low cost – eliminating the upfront costs of hardware and software installation. Businesses don’t incur the cost of the running or maintaining the hardware involved in running
their email, either they don’t have to worry about updating it and all in all it’s a very straightforward option. Anti-virus and anti-spam filters are already in place with your provider and they are kept updated.
Storage is less of an issue with hosted mail solutions. Each user gets their own inbox with large storage capabilities and your business doesn’t have to worry about purchasing more storage when a new employee comes on board. The average server is replaced every 3-5 years, but with hosted email services this is none of your business’s concern.
Also as it is hosted off-site, if anything were to happen to your premises, you can move on and pick up from any location with internet access making the time it takes to get back to operations after an interruption much quicker.
Possible flaws
• Administration • Retention • Searches
The issues with hosted email services are not so apparent. Many providers are very secure and reliable, but nonetheless you are placing your company data in their hands.
While having your data hosted on your email service provider’s hardware is a benefit, there is the risk of loosing your data if something were to happen on their end. Also, as your backups will be on your service provider’s hardware, and you may have superficial access, you would not have administrative control. With no full control over your data, you may experience some issues when it comes to data compliance.
Similarly while performing a search within your emails seems relatively simple, carrying out an eDiscovery request may prove to be more difficult. Searches within a hosted mail server can be very broad, providing a very wide range of results with little or no way to narrow them down.
Email Archiving
• Compatible • Compliant • Secure
This option is also low cost with minimal maintenance but provides the added security of an archive that you can control and access at any time. You can also be reassured that your email data is secure as it is stored encrypted and cannot be tampered with or deleted – which is crucial for data compliance.
An email archive allows ensures you have full eDiscovery capabilities. You can filter your searches with keywords and retrieve your results quickly and efficiently without the need for restoring backups or lengthily request procedures with your provider.
Combined Benefits
• Value • Efficiency
• Low Maintenance
With both of these products combined, your hosted email solution and email archiving service can deliver you a low-cost, highly efficient email solution that is reliable and fully compliant. There is minimal infrastructure required on your end, with your email services hosted by your provider and your email archive stored on one piece of hardware you benefit from low operating costs.
Conclusion
Together the two solutions can work in harmony. As we have seen both systems, independently, are very low maintenance, with technical complexities taken care of by your respective providers. Together, this combination of hosted email services and email archiving are a relatively fuss-free solution to your business’s email requirements.
Jatheon provide fully compliant, reliable email archiving solutions for business of any size. Fully compatible with hosted email services, you can tailor your own email solution and have your own secure on-site email archive with advances eDiscovery capabilities. Jatheon have an extensive knowledge base in the industry and are committed to providing straightforward and highly efficient solutions, such as turn-key migration to help you get your archive up and running as quickly as possible.
Jatheon Technologies
8 Wellington Street East, Mezzanine Level, Toronto, Ontario, CANADA, M5E 1C5
Phone: +1 416.840.0418 Fax: +1 416.849.9971
www.jatheon.com
About Jatheon Technologies
Honored with Deloitte’s Top 10 Companies-to-Watch Award, Jatheon Technologies is the designer, developer and marketer of Plug n Comply™, a family of network appliances that simplify archiving, indexing, retrieval and dynamic monitoring of corporate email and messaging data.
Jatheon’s Plug n Comply family provides in-house, integrated archiving appliances for organizations of all sizes. The appliances are simple, secure and scalable, adapting as a company grows, and offering absolute control of confidential messaging data, including email and instant messages.
The Jatheon family of appliances enables organizations to meet and exceed the highest standards of regulatory compliance and corporate governance. Founded in 2004 and headquartered in Toronto, Canada, Jatheon serves North America and Europe through its network of global business partners. For more information, please visit
