Many companies have adopted a hybrid workforce model, where employees spend some time in the office and some time working from home. This working model works well for the business and gives employees the flexibility they want.
Some businesses have transitioned to a fully remote workforce, but then 2020 arrived and virtually everyone had to do the same. Research from Gartner suggests that during the coronavirus pandemic, 88% of companies made remote working mandatory.
The rapid change to an office-based to remote workforce caused major headaches for IT teams, but it has allowed business to continue to function during incredibly challenging times. There have been productivity issues and technical problems, but business have weathered the storm and have continued to operate. Employees can still stay in touch and collaborate using online using chat platforms, videoconferencing, and the telephone and some businesses have reported an increase in productivity since switching to remote working.
While there are now many different methods of collaborating and maintaining contact, remote working has meant businesses and their employees have been forced to rely on email to a much greater extent. The increased reliance on email means it is now more important than ever to ensure emails can be accessed come what may, even if email servers are down. Should anything happen to the email system, work can grind to a halt.
Many businesses use emails as a store of essential information and much of the data in emails is not stored elsewhere. Figures from IDC indicate around 60% of business-critical data resides in emails and email attachments and that was before the pandemic.
There are many regulations covering business data, including at the federal, state, and industry level. There are set retention times for certain types of data, regardless of where the information is stored. If the information is stored in emails, then that information must be protected and secured against accidental or deliberate deletion until the retention period is over.
Backups of emails can be performed to meet certain regulations, but problems exist when it comes to recovering emails. Finding emails in backups can be an incredibly time-consuming process that can take days or weeks. Even finding the correct backup media can be a major challenge in itself, and then finding emails in a backup – which is not easily searchable – can seem a near impossible task.
The way to ensure privacy, security, and meet compliance requirements and ensure that emails and attachments are never lost is to use an email archiving service. Email archives are created for long term data storage. Email archives can be easily searched, so when emails need to be found and recovered, the process takes seconds or minutes. A tamper-proof record of all emails is retained for compliance purposes and to protect against data loss and ensure business continuity in the event of disaster.
Many businesses have implemented an on-premises email archive, but this is far from ideal in a world where virtually everyone is working remotely. After the pandemic is over, many employees will return to the office, but remote working looks set to stay. The best option is therefore to use an email archiving solution that perfectly suits the remote working or hybrid working model.
Cloud-based email archives centralize disparate email servers and store all emails securely in the cloud where they can be quickly and easily accessed by any authorized individual, from any location. Since many businesses now use cloud-based email, sending emails to a cloud-based archive makes more sense than using on-premises archives. Sending emails to the archive and recovering emails will be far quicker from a cloud service to a cloud service.
If you have an on-premises email archive, transitioning to a cloud-based service can save time and money. There is no need to maintain hardware, perform software updates, and the archive is automatically backed up to guarantee emails can always be recovered and storage space will never be an issue due to the scalability of the cloud.
TitanHQ’s Cloud-Based Email Archiving Solution
TitanHQ offers a cloud-based email archiving solution – ArcTitan Cloud – that is scalable to more than 60,000 users that delivers high performance and reliability. Every email sent and received by a company is automatically sent to the archive. Messages are deduplicated to save on storage space and are compressed in the archive. All emails are indexed and tagged to make searching a quick and easy process. Whenever an email needs to be recovered, a search of 30 million emails takes less than a second.
All emails are encrypted in transit to the archive and at rest and the email archive is automatically backed up. If emails need to be accessed during a mail server outage, they can easily be found in the archive. ArcTitan really is a set and forget solution.
ArcTitan Cloud supports point and click easy search or expert search with sophisticated query language. Searches can be saved, multiple searches can be performed at the same time, and you can search the entire archive, departments, user groups, or individual mailboxes. Permissions can be granted to employees to allow them to access their own archives to ensure they never lose and email and do not need to trouble the IT department when they misplace an email. You can search emails, but also inside all common file formats including Microsoft Word, Excel and PowerPoint, PDF, RTF, ZIP, tar, gz and Open Office documents.
Migrating from an existing cloud archiving service or an on-premises archive to ArcTitan Cloud is a quick and easy process and support will be provided if required. There are no proprietary data formats used, so if you ever want to export your data, that is a quick and easy process too.
Many email archiving services require you to pay for all mailboxes, even when employees leave the company. With ArcTitan, you only pay for the number of active mailboxes and there are no limits on storage space. The solution is easy to implement, use, and maintain, all of which have made the solution incredibly popular with SMBs and MSPs serving the SMB market. On top of that, ArcTitan is one of the most cost-effective arching solutions for businesses.
Figures correct as of July 2020.
For more information on cloud-based email archiving and the ArcTitan solution, give the TitanHQ team a call today.