We have performed a 2019 email archiving price comparison to help you choose the best value email archiving solution for your business.
An email archive is a depository for all emails that are no longer required but cannot be deleted for legal and compliance reasons. The email archive contains an exact copy of every message that is sent from a company email account along with all messages that are received by the company. Those messages are moved out of the mailbox to the archive to free up space.
In contrast to a backup, an email archive is searchable. Emails can be found and retrieved quickly and easily on demand. An email archive is therefore a useful email repository that can be used on a daily basis to store and retrieve emails.
There are many reasons for creating an email archive, but one of the most important is for eDiscovery. Court orders for email communications may be received and emails are often required as part of eDiscovery. That means emails must be found and produced quickly. Since an email archive is searchable, recovering messages from the archive takes seconds or minutes. Finding and recovering emails from backups can take days, if they can be recovered at all.
The failure to produce emails on request can result in significant fines. In the case Coleman Holdings v. Morgan Stanley, a Florida Circuit Court awarded $15 million in damages for the failure to comply with email discovery obligations. In Zubulake v. USB Warburg, $29 million in damages was awarded to the plaintiff as the defendant was unable to locate and produce important emails.
State and federal laws in the United States are not the only reason for implementing an email archive. Since the EU’s General Data Protection Regulation (GDPR) came into effect on May 25, 2018, all businesses that collect or process the personal data of EU citizens must implement safeguards to protect personal data. GDPR also gave EU citizens new rights such as the right to be forgotten.
If that right is exercised, all data relating to that individual must be deleted. That includes personal data in emails. With an email archive, locating those emails is quick and easy. The failure to respect GDPR rights and process requests in a timely fashion can lead to fines of up to €20 million, or 4% of global annual turnover, whichever is greater.
2019 Email Archiving Price Comparison Grid
TitanHQ has created an email archiving price comparison grid to help you find the most cost-effective email archiving solution. The grid below has been compiled using pricing information based on 100 users with the figures correct as of 04/05/2018.
As you can see, TitanHQ’s email archiving solution, ArcTitan, is extremely competitively priced and costs less than $3 per person per year.
Email is now the main method of communication for businesses. Each day, a typical business will receive thousands of emails. Those messages need to be retained for several years to satisfy state and federal laws.
There are two options available to businesses to meet data retention laws for email. Businesses can backup all email data or create an email archive. While businesses will be familiar with the former, there is considerable confusion about the latter.
In this post we will explore some of the common myths of email archiving and will explain the important differences between email backups and archives.
One of the commonest misconceptions about email archiving is an archive is not necessary because data backups are already performed. Backups are essential as they ensure that data can be recovered in the event of disaster. Backups allow a business to create a restore point so that in the event of a catastrophe, systems can be restored to their state at a specific moment in time – When the backup was created.
An email archive is different. An email archive is used for long term storage of emails. Emails are archived with metadata and can be searched and recovered quickly. Backups are not searchable, so finding and recovering specific emails or conversation threads can be incredibly time consuming.
An archive makes legal discovery, investigating complaints, and providing evidence for compliance audits simple. With an email archive, single messages, threads, and conversations can be quickly and easily recovered.
Another common myth about email archiving is it is only a requirement for businesses in certain industries such as finance and healthcare. While email archiving is essential for meeting regulatory requirements in certain industries, it does not mean that email archiving is just for highly regulated industries.
The U.S. Federal Rules of Civil Procedure require emails to be producible in the event of legal action. If emails cannot be produced, the company could be liable for the destruction of evidence and face stiff financial penalties.
Another common myth is email archives increase risk. Many companies choose a short email retention period, such as 90 days, and require all complaints to be submitted in the same time frame. After 90 days, emails are deleted as they are no longer required. That, however, is a dangerous strategy.
Deleting emails from the email server only deletes local copies. It is probable that emails will have been retained on the recipient’s server. Short retention periods also make the process of eDiscovery more time consuming, expensive, and difficult.
The other risk is that of exposure of sensitive information. Many companies believe that it is more secure to create email archives on on-premises hardware. Security is naturally a concern, but cloud-based archives are just as secure, if not more, as on-premises archives.
Cloud-based archives also have considerable advantages. They are scalable, so when more storage space is required it is available immediately. With on-premises archives, businesses are limited by their IT hardware and software. Purchasing additional hardware can be expensive and resources must be devoted to managing and maintaining that hardware. Cloud-based archiving is more cost effective and does not involve sacrificing security.
With an email archiving solution, businesses can meet their regulatory obligations, will be able to respond quickly to eDiscovery requests, and will have easy and fast access to any email, even if that message was received several years previously. With an email archive, all critical email data is safely and securely saved and can be recovered quickly on demand.
The excitement is building as DattoCon19 draws ever closer. Starting on June 17, 2019 in San Diego and running for three days, DattoCon19 is an unmissable event for managed service providers (MSPs).
At the conference, attendees benefit from practical advice and best practices to grow their businesses, increase sales, and boost monthly recurring revenue (MRR). A huge range of vendors will be on hand to offer information on exciting products and attendees will have the opportunity to learn strategies to increase business impact growth, boost profitability, and broaden their service stacks.
Sessions will be taken by industry experts and leading MSPs who will share tips and tricks to take back home and apply at the office. On average, attendees at DattoCon achieve 41% sales growth year-over-year as a result of attending the conference.
TitanHQ is sponsoring DattoCon19 and is excited about having the opportunity to meet new MSPs and help them grow their businesses. As a Datto Select Vendor, TitanHQ offers MSPs three cloud-based solutions that can be easily integrated into existing MSPs service stacks: Anti-phishing and anti-spam protection, DNS-based web filtering, and email archiving. All three solutions are available through the TitanShield program for MSPs.
MSPs can meet the TitanHQ team at booth 23 at DattoCon19 to find out more about the TitanShield program and the exciting opportunities for MSPs that work with TitanHQ. TitanHQ will be on hand to help MSPs that support Office 365 to improve protection against phishing attacks and malware. MSPs can also find out more about the TitanHQ threat intelligence that protects Datto DNA and D200 boxes, and how TitanHQ’s DNS filter is a direct swap out for Cisco Umbrella and the cost advantages of doing so.
TitanHQ Executive Vice President-Strategic Alliances, Rocco Donnino, is one of the panel members for the Datto Select Avendors event on Monday. The event brings together experts from different fields to help come up with solutions for some of the major problems faced by MSPs in today’s marketplace.
TitanHQ at DattoCon19
TitanHQ will be at booth 23
Special Show Pricing available
Daily TitanHQ vintage Irish whiskey raffle
TitanHQ and BVOIP are sponsoring a GasLamp District Takeover Party on Monday 6/17 and Wed, 6/19.
DattoCon19 will be taking place in San Diego, California on June 17-19, 2019. If you are not yet registered for the event you can do so here
TitanHQ, the leading provider of cloud security solutions for SMBs, has announced a new partner program has been launched to support Managed Service Providers (MSPs), Managed Security Service Providers (MSSPs), Cloud Distributors, Wi-Fi Providers, OEM Partners and Technology Alliance Partners..
TitanHQ started its journey in 1999. Initially, the company provided anti-spam solutions to local businesses in Ireland. Over the next two decades, the company expanded its range of products to include DNS filtering and email archiving solutions and is now a leading global player of cloud-based cybersecurity solutions.
While TitanHQ initially focused on meeting the needs of the SMB market, its products have been developed to meet the needs of MSPs. For instance, TitanHQ solutions are available with a range of hosting options, including the ability to host the solution within the MSPs own environment, and they can be provided in white-label form ready to take MSP’s branding.
TitanHQ’s cloud-based solutions have been developed to be easy to implement, use, and manage and are already a firm favorite with MSPs.
To make TitanHQ cloud security solutions even more attractive for MSPs, the existing partner program has been significantly enhanced and relaunched as TitanShield.
The TItanShield Partner Program makes it even easier to offer TitanHQ cloud security products to clients. Partners benefit from access to engineers, a highly capable support team that understands the needs of MSPs, and a dedicated account manager.
Partners have access to APIs to allow them to easily sell, onboard, manage and deliver advanced network security solutions directly to their client base from within their own user interfaces. In addition, partners receive free access to sales and technical resources, deal registration and lead generation resources, and benefit from flexible, volume-based monthly pricing models and profitable margins.
Under the new, enhanced partner program, customers are separated into their specific areas of expertise to ensure that each can be provided with focused information for the markets and customers they serve.
“Our program takes a unique and strategic approach for our partners and can be customized to fit all business models,” said Rocco Donnino, Executive VP of Strategic Alliances at TitanHQ.
If you want to become a highly valued member of the TitanHQ TitanShield Partner Program, enrollment is now open. Call TitanHQ today or email firstname.lastname@example.org for further information.
Email archiving for small businesses is now more important than ever. Not only do state and federal laws require data to be retained for long periods, the EU’s General Data Protection Regulation (GDPR) has introduced new requirements for businesses covering email retention. These requirements for email are best met by using an email archive, although many small businesses are still relying on email backups.
Are Email Backups and Email Archives the Same?
In basic terms, an email backup and an email archive serve the same purpose. They allow emails to be stored so they can be recovered if needed. However, there are important differences between an email backup and an email archive, which have become even more important since the introduction of the GDPR.
Emails may need to be recovered for a variety of reasons. If an important email is lost, if emails have been corrupted, in the event of an audit, for legal discovery, in order to resolve customer disputes, or to find and delete emails when a customer exercises their right to be forgotten under GDPR rules.
Backups are useful, but they are far from ideal for most of the above reasons. Backups allow email data to be restored in the event of loss or if email has been corrupted – Due to a ransomware attack or a hardware failure for instance. In such cases, email backups allow the email system to be quickly restored to the point when the backup was made.
A backup is simply a copy of email data and is a snapshot of data in the email system at any given time. It is ideal as a short-term solution to protect against data loss. However, each time a backup is made, it typically replaces a previous copy. This means that it is possible for emails to be lost. If an email is deleted or corrupted, and a new backup is made that overwrites the last copy, deleted and corrupted emails may be lost forever. Restoring backups may require the entire database to be restored, even when only a few emails need to be recovered. That is hardly an ideal situation.
How Does an Email Archive Differ from an Email Backup?
An email archive is not a copy of email data. With an email archive, emails are moved from the mail system into the archive for long term storage. In addition to emails, tasks, email attachments, and calendars can be archived. Many companies choose to implement an archive not for disaster recovery as backups are still used for that purpose, but to decreases the workload of an email server, improve performance, and eliminate the need for mailbox limits.
One of the most important differences between a backup and an email archive is an archive is searchable, which makes it a quick and easy process to find a specific email or set of email messages that need to be recovered. They could be emails sent to or from a specific person or those that contain an individual’s personal data.
Backup allows emails to be retained and restored, but backups are not searchable. If an email is lost or needs to be recovered, finding messages can be a very time-consuming process.
In the event of legal action against a company, as part of the discovery process an organization will have to produce emails related to the case. A limited amount of time is provided to respond, so it is essential that information can be found quickly and efficiently. The same is true for compliance audits, GDPR requests, and to settle customer disputes.
In contrast to a backup, emails that are archived cannot be lost as no data is overwritten. Archives are also tamperproof and an audit trail is maintained.
Failure to retain data, missing deadlines for producing data, and accidental deletion of email data can attract major financial penalties. Those fines can prove catastrophic for small businesses. Email archiving for small businesses ensures that these issues never arise.
With an email archive, emails are instantly encrypted to prevent data from being intercepted or accessed by unauthorized individuals and with cloud-based archives there is no limit on storage space. Users can continue to use their mail clients or browsers and can easily access archived emails. Email archives are easy to use, manage, maintain, and it is quick and easy to recover emails on demand.
In short, email archiving for small businesses:
Adds legal safeguards
Ensures protection against data loss
Maintains an audit trail
Ensures emails can be quickly found and recovered
Eliminates the need for mailbox quotas
Increases efficiency and productivity
Allows long term storage of emails to meet compliance requirements
TitanHQ has developed ArcTitan to meet the needs of small to medium sized businesses and managed service providers. ArcTitan is email archiving solution for small businesses that is cost effective, secure, easy to use, effortless to maintain, and ensures businesses meet their legal responsibilities with respect to email retention. The solution works with all major email clients and Office 365.
If you have any questions about email archiving for small businesses, if you want to set up an email archive, or would like information on the best solution to meet the needs for your business, contact the TitanHQ team today.
On May 25, 2018, the EU’s General Data Protection Regulation came into effect. While all businesses should now be compliant, there are still GDPR opportunities for MSPs. Smart MSPs see GDPR as an opportunity for profit and are winning business by helping companies streamline their data management processes. The compliance deadline may have already passed, but there are many GDPR opportunities for MSPs. MSPs can help companies stay compliant, reduce the time their clients have to spend on compliance-related tasks, improve security, and save businesses money.
Key GDPR Opportunities for MSPs
GDPR compliance and security services are a potential gold mine for MSPs. MSPs will have had to go through the GDPR compliance process themselves, so they should already be well versed in what is required. They will have gained valuable insights into GDPR through that process, which can be passed on to their clients.
GDPR compliance solutions that MSPs use could be offered to clients as a service. GDPR also provides an opportunity to sell clients additional security services to ensure the data of their customers are properly protected. With fines up to €20 million or 4% of global income possible, there is a major incentive for ensuring continued compliance with the GDPR.
There are security opportunities such as data encryption, spam filtering, and web filtering, which can be grouped together and sold as a GDPR security package. MSPs can offer auditing services to ensure their clients are fully compliant with GDPR.
It is a requirement of GDPR for companies to appoint a Data Protection Officer (DPO), but many SMBs lack the internal talent. While a DPO may have been assigned, the time that is spent on that role could be put to better use. One of the GDPR opportunities for MSPs is offering a DPO-as-a-service to fulfil that aspect of GDPR compliance for their clients.
Email Archiving for MS Exchange – An Easy Win for MSPs
Any business that collects or processes the data of EU citizens must have mechanisms in place that allow them to find all data related to an individual. An EU citizen can contact a company and request a copy of the information that is held on them, and if they so wish, can request that the processing of their data is stopped and have their data deleted.
When individuals exercise their right to erasure – or right to be forgotten – a company is required to honor that request within 30 days. In order to be able to process those requests efficiently, a company must know the location of all its data. Companies should therefore have conducted an audit of their systems to identify all locations where personal data are stored. When a request is received, the individual’s data can then be quickly found and deleted.
Personal data may also be detailed in emails and locating those emails can be a major challenge. Any company that does not use an email archive is likely to face problems finding all emails in backups. Since an email archive is searchable, it is a quick and easy process to locate all emails related to a specific individual. The introduction of GDPR creates a compelling case for purchasing an email archiving solution – which is another of the GDPR opportunities for MSPs.
By offering email archiving for MS Exchange or other mail services, MSPs can help their clients comply with GDPR requirements for security, data retention, auditing, and the right to erasure.
ArcTitan: An Easy Email Archiving Service for MSPs
ArcTitan is an easy to use and easy to manage email archiving service that has been developed to meet the needs of businesses and managed service providers.
ArcTitan is a cloud-based secure archive deployed on AWS that is compliant with GDPR for email retention and auditing as well and all major regulatory standards. ArcTitan is compatible with all major mail servers and email services and will meet the requirements of the most demanding clients.
The solution provides almost instant access to data, gives instant search results, and allows instant archiving. A search of 30 million emails takes less than a second and messages are archived at a rate of more than 200 per second. The solution is also scalable to more than 60,000 users.
To meet the needs of MSPs, ArcTitan is available with a range of hosting options – In the TitanHQ Cloud, a dedicated private cloud, or ArcTitan can be deployed in an MSP’s own data center. API integration allows MSPs to provision customers through their own centralized management system, there is a growth-enabling licensing program, and usage-based pricing and monthly billing. ArcTitan is also rebrandable and can be supplied as a white label ready to take an MSP’s logos and corporate colors.
If you have yet to offer email archiving to your clients or you are unhappy with your current provider’s service or the margin, contact the TitanHQ team today.