In this post we will explain how GDPR applies to email retention and email archiving, and how an email archive can help you comply with the GDPR.
The EU’s General Data Protection Regulation (GDPR) introduced new requirements for businesses on May 25, 2018. From that compliance date, businesses that collected or processed the personal data of EU citizens were required to implement safeguards to protect the personal data of EU citizens. The GDPR also gave EU citizens new rights over their personal data.
The GDPR applies to personal data in all its forms, no matter where the data is stored. That means personal data in email accounts is covered by the GDPR. Email inboxes and folders can contain a wealth of personal data and that information is subject to the strict privacy and security requirements of the GDPR.
Email data may need to be retained to comply with laws in the country or state in which your business operates, for to comply with industry specific legislation. The GDPR also has implications for email retention. There is no minimum or maximum time stipulated for email retention in the GDPR, instead the GDPR states that personal data can be kept in a form that allows an individual to be identified for no longer than necessary for the purpose for which the data was collected or processed. The GDPR allows the archiving of personal data, including email data, provided personal data is processed for archiving purposes.
The GDPR requires businesses to implement security measures to ensure personal data is protected. Article 5(f) of the GDPR requires personal data to be protected “against accidental loss, destruction or damage, using appropriate technical or organizational measures.” The easiest way to ensure email data is protected is by using encryption and storing emails in a safe and secure environment where they are protected against unauthorized access, accidental deletion, and tampering. The easiest way to do this is with an email archiving solution.
Here it is worthwhile explaining the difference between an email archive and a backup, as while both can be used to store emails there are important differences. A backup is a temporary repository for email data that ensures emails can be recovered in the event of data loss. Backups are usually only kept for a limited about of time, often until a new backup is created. A backup allows the mail system or data in an email account to be restored to a specific point in time. An email archive is used for long term secure email storage and, in contrast to a backup, it can be searched and individual emails can be quickly found and retrieved.
Many businesses already use an email archiving solution to comply with state, federal, or industry regulations. An email archive is also invaluable for eDiscovery and dealing with customer complaints. An email archive can also be used to recover email data in the event of disaster and protects against data loss.
An email archiving solution is important for GDPR compliance as it allows email data to be stored safely to prevent data loss and unauthorized access. Personal data in emails can also be quickly be found, recovered, and deleted securely.
ArcTitan, TitanHQ’s secure email archiving solution, is the ideal email archiving solution for GDPR compliance. ArcTitan includes end-to-end encryption for email data, access controls – including role-based controls – to ensure email data is protected against unauthorized access, and ArcTitan creates a tamper-proof record of all email data for the duration of your email data retention policy.
If emails need to be found, the archive can be searched and messages can be quickly and easily retrieved, such as when a request is received from an EU citizen to access their personal data or a request is made for personal data to be deleted. ArcTitan also allows you to permanently and securely delete emails and the consumer data they contain in full compliance with the GDPR.
For more information on ArcTitan, contact the TitanHQ team today.
According to research from Channel Futures, security is the fastest growing service for 73% of managed service providers (MSPs). If you have yet to start offering security services to your clients, you are missing out on a steady income stream that could really boost your profits. But where should you start? What services should you be offering? In this post we will be exploring the ideal security stack for MSPs and the essential services that should form the core of your security offering.
Why is Managed Security is so Important?
As an MSP, you should be aware of the importance of security. Companies are being targeted by cybercriminals and data breaches are occurring at an alarming rate. It is no longer a case of whether a business will be attacked, it is a case of when and how often.
Many SMBs do not have sufficiently skilled staff to handle IT and it is far easier, and often more cost effective, to outsource their IT to MSPs. The same is true for security, but even more so due to the difficulty finding sufficiently skilled cybersecurity staff. With so many positions available and a national shortage of cybersecurity staff, cybersecurity professionals can afford to pick and choose there they work. SMBs must ensure they are well protected against cyberattacks, so they look to MSPs to provide security-as-a-service either as a stop gap measure while they try to fill internal positions or so they can forget about security and let an MSP look after that side of the business.
If you are not providing security services to your clients, they will most likely search for another MSP that can protect their business from threats such as malware, ransomware, phishing, botnets, and prevent costly data breaches.
What do SMBs Want?
SMBs may be aware of the need for security, but they may not be so clued up about the solutions they need to protect them from cyber threats. You may need to explain to them exactly what they need and why. What is vital when explaining cybersecurity to SMBs is to emphasize the need for layered security. No single solution will provide protection against all threats and you will need to educate your clients about this.
Layered security is essential for protecting against ever increasing cybersecurity threats. No single solution will provide total protection. You need overlapping layers so that if one layer is bypassed, others are there to block the attack.
You should certainly be initiating conversations with your clients about security. Many SMBs only look for security services after they experience a costly data breach. By being proactive and approaching your clients and offering security services, you will not only have a much greater opportunity for increasing sales quickly, you will help them avoid a costly data breach and will not have to clear up the mess that such a breach causes.
What is the Ideal Security Stack for MSPs?
The best place to start is with a cybersecurity package that includes the core security services that all businesses need to protect them from a broad range of threats. Different packages can be offered based on the level of protection your clients need and their level of risk tolerance. Extra services can always be provided as add-ons.
There are four key security services you should be offering to your clients to give them enterprise-grade protection to secure their networks and protect against the main attack vectors. The ideal security stack for MSPs will differ from company to company, depending on the kind of clients that each MSP has. It may take some time to find the ideal security stack, but a good place to start is with core security services that every business will need.
Core Security Services for MSPs
Firewalls are essential for securing the network perimeter and separating trusted from untrusted networks. They will protect network resources and infrastructure against unauthorized access. It may even be necessary to implement multiple firewalls.
Email security is essential as this is the most common attack vector. Without email security, malware and phishing emails will hit inboxes and employees’ security awareness will be regularly put to the test. The threat of email attacks cannot be understated.
Email security must be explained to clients to ensure they understand its importance and why standard email security such as that provided by Microsoft through Office 365 simply doesn’t cut in anymore. Too many threats bypass Office 365 defenses. A study by Avanan showed that 25% of phishing emails bypass Office 365 security and are delivered to inboxes.
DNS filtering is also a requirement to protect against web-based attacks such as malvertising, drive-by downloads, and exploit kits. Even the best email security solutions will not block all phishing threats. DNS filtering provides an additional layer of security to protect against phishing attacks. While email was once the primary method of delivering malware, now malware is most commonly delivered via web-based attacks. The average business user now encounters three malicious links per day and 80% of malware is downloaded via the internet. Further, with more and more employees spending at least some of the week working remotely, protection is needed for public Wi-Fi hotspots. DNS filtering provides that protection when they are off the network.
Endpoint security solutions add another layer to the security stack. If any of the above solutions fail and malware is downloaded, endpoint security solutions will provide extra protection. This can include basic protection such as antivirus software or more advanced solutions such as intrusion detection systems.
When choosing solutions for your security stack, it is important to make sure they work seamlessly together. This can be difficult if you purchase security solutions from a lot of different vendors.
Additional Services to Add to your Security Stack.
The above security services should form the core of your security offering, but there are many additional services you can easily provide to ensure your clients are better protected. These can be offered as addons or as part of more comprehensive security packages.
Data loss protection
Email archiving and backup services
Vulnerability scanning and patch management
Security policy management
Security information and event management (SIEM)
Incident response and remediation
Security awareness training and phishing email simulations
How TitanHQ Can Help
TitanHQ is the global leader in cloud-based email and web security solutions for the MSP that services the SMB market. TitanHQ products are consistently rated highly by MSPs for the level of protection, ease of use, ease of admin, and the level of support provided.
The TitanHQ portfolio of cybersecurity products consists of three core solutions:
SpamTitan Email Security
WebTitan DNS Filtering
ArcTitan Email Archiving
Each of these solutions has a 100% cloud-based architecture and has been developed for MSPs to easily incorporate into their security stacks. TitanHQ offers seamless deployments and easy incorporation into MSP’s management portals via RESTful API.
The above solutions can be supplied with multiple hosting options. You can host with TitanHQ, on your existing infrastructure or in the cloud with AWS, Azure or any other system.
SMBs want to know they are protected, but many don’t care about what solutions are used. This gives you an opportunity to reinforce your brand. This is easily achieved with TitanHQ as the above solutions can be provided in white label form, ready for you to add your own branding. You can even customize the user interface and only include the features that you need to reduce complexity.
Need reports for your clients? No problem. TitanHQ has an extensive range of pre-configured reports that can be scheduled to ease your admin burden, including board-level reports with scope to create your own reports to meet you and your clients’ needs.
Other key features for MSPs include:
Automated policy management
Full visibility of usage
Flexible, affordable, and transparent pricing with monthly billing
Set and forget solutions to ease the admin burden
World-class customer support included with all solutions
Generous margins for MSPs
Excellent MSP program – TitanShield – with dedicated account managers, assigned sales engineers, scalable pre-sales and technical support, and sales and technical training
TitanHQ has made it as easy as possible for MSPs to start offering security services to their clients. These solutions will also help established security-as-a-service providers ease their management burden and improve their margins.
To find out more about the TitanShield program and for further information on any or all of TitanHQ’s security solutions for MSPs, get in touch with the channel team today. Product demonstrations can be arranged and free 14-day trials are available to allow you to see for yourself why TitanHQ is the leading provider of email and web security solutions for MSPs.
TitanHQ is proud to be a platinum sponsor of DattCon19, Paris – The leading event for MSPs looking to keep up to date on the latest industry trends, learn best practices, form new and profitable partnerships, and obtain invaluable advice that will help them grow their business and become more successful.
The event gives the TitanHQ team an opportunity to meet with leading MSPs, MSSPs, and ISPs and explain why TitanHQ is the global leader in cloud-based email and web security solutions for the MSP that services the SMB market.
The team will be available to explain the benefits of the TitanShield MSP program and show just how easy it is to integrate TitanHQ products into your service stacks and start rolling out spam filtering, web filtering, and email archiving to your customers… and the best way to sell those services, reduce the time you spend on providing support, and improve the profitability of your business.
The event will be attended by Rocco Donnino, TitanHQ VP of Strategic Partnerships, Marc Ludden, TitanHQ Strategic Alliance Manager, and Eddie Monaghan. Alliances/MSP Partner Manager.
On Tuesday October 22 between 11:15am and 11:35am, Rocco Donnino will be explaining Email & Web Security for the SMB Market. Rocco will talk about the trends TitanHQ are seeing in the email and web security for SMB markets globally, drawing on the experience from working with over 2,200 MSP customers worldwide.
Marc Ludden and Eddie Monaghan will be on hand to meet with MSPs and ISPs to explain the benefits of joining the TitanShield MSP Program and how best to take advantage of TitanHQ’s proven technology and deliver our advanced network security solutions directly to their client base. The pair will be helping MSP partners push TitanHQ products downstream to their customers and grow their businesses.
The event will be attended by more than 1000 MSPs, ITSPs, and industry leaders. Over the three days of the conference, attendees will get to hear from the most successful MSPs and MSSPs and discover what they are doing differently and how they are driving growth.
The sessions, keynotes, and networking opportunities will help you get better at running your business with Datto Solutions and discover how the addition of key products such as SpamTitan email security, WebTitan DNS filtering, and ArcTitan email archiving can improve profitability and add greater value.
The keynotes will be bigger and better than ever before and will be taken by 80 of the best and brightest business tycoons, MSPs, and Datto executives, who will share valuable real-world insights and best practices.
The Peer Forums are more intimate small-group roundtable sessions that provide high-value networking on key topics. These sessions are driven by attendees who will share pain points, success stories, and best practices that have been proven to help MSPs grow their business. This year’s Peer Forums are on the following topics:
Service Delivery: Driving Efficiency & Automation
Selling Networking as a Managed Service
Women in Tech
French Language Peer Forum: Business Strategy
Service Delivery: Service Desk & Professional Services
M&A: How Do I Acquire or Be Acquired?
Security: Securing Your MSP First
German Language Peer Forum: Business Strategy
Service Delivery: Client Engagement & vCIO
Add to that the networking opportunities and the stunning location and you have an invaluable event that is not to be missed.
DattoCon19 Paris will be taking place on October 21st, 22nd and 23rd at the Palais des congrès de Paris, 2 Place de la Porte Maillot, 75017 Paris, France.
Over the next three months, TitanHQ will be travelling throughout Europe and the United States to meet with managed services providers (MSPs) at some of the biggest trade shows serving the MSP community.
The trade shows and conferences bring together the best MSPs from around the world and gives them the opportunity to learn about new industry trends, best practices, and proven tactics for increasing growth. The shows provide a tremendous opportunity for networking and bring together MSPs and companies offering MSP-focused cybersecurity solutions.
For the past 20 years, TitanHQ has been developing cybersecurity solutions for MSPs and the SMBs marketplace. From humble beginnings, the company has grown into a leading provider of cloud-based email security, web security, and email archiving solutions for MSPs. TitanHQ products have now been adopted by more than 7,500 businesses and 2,000 MSPs around the globe.
TitanHQ products are much loved by MSPs as they have been developed specifically to meet their needs. The solutions are quick and easy to implement and maintain and they save MSPs a considerable amount of support and engineering time by blocking email and web-based cyberattacks at source.
At these MSP events you will be able to find out more about the benefits of cloud-based spam filtering and the importance of adding web filtering to your service stack. The TitanHQ team will be on hand to answer questions about the products and will explain how the solutions can be seamlessly integrated into your client management platforms and how they can make your life easier and improve your bottom line.
Come and Meet the TitanHQ Team at these fall MSP Trade Shows and Conferences
September 17, 2019
The Alex Hotel, Dublin, Ireland
September 18, 2019
155 Bishopsgate, London, UK
October 6-10, 2019
Dubai World Trade Centre, Dubai, UAE
October 7-8, 2019
CompTIA EMEA Show
Park Plaza Westminster Bridge,
October 16-17, 2019
Canalys Cybersecurity Forum
SOFIA Barcelona, Spain
October 21-23, 2019
Palais des Congrès de Paris, Paris, France
October 30, 2019
MSH Summit North
Hilton Hotel, Manchester, UK
October 30, 2019
IT Nation Evolve (HTG 4)
Hyatt Regency, Orlando, Florida, USA
October 30, 2019
IT Nation Connect
Hyatt Regency, Orlando, Florida, USA
November 5-7, 2019
NH Collection Amsterdam Gran Hotel Krasnapolsky, Amsterdam, Netherlands
If you are planning on attending any of the above events this fall, be sure to come and visit the TitanHQ team to discuss your options and feel free to reach out in advance of the event to arrange a meeting.
Rocco Donnino, Executive Vice President-Strategic Alliances, LinkedIn
Eddie Monaghan, MSP Alliance Manager, LinkedIn
Marc Ludden, MSP Alliance Manager, LinkedIn
If you are unable to attend any of these exciting events, give the team a call for further product information, to book a product demonstration, or to sign up for a free trial of SpamTitan, WebTitan, and ArcTitan.
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 email 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 email@example.com 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.