--- title: "Using Cloud Email Archiving Solutions Has Become Critical For All Businesses Today | DuoCircle" description: "Join the thousands of organizations that use DuoCircle Find out how affordable it is for your organization today and be pleasantly surprised.Interested in" image: "https://www.duocircle.com/images/og-default.png" canonical: "https://www.duocircle.com/content/cloud-email-archiving-solutions/" --- Content # Using Cloud Email Archiving Solutions Has Become Critical For All Businesses Today Join the thousands of organizations that use DuoCircle Find out how affordable it is for your organization today and be pleasantly surprised.Interested in [ Talk to an Expert → ](/contact/) [ See what we make ](/products/) ## Using Cloud Email Archiving Solutions Has Become Critical For All Businesses Today Cloud Email archiving solutions can come to your rescue during such an emergency. [Email Archive - Sign Up](/email/email-archiving) ###### [EMAIL SECURITY SERVICES](/) ###### [PLANS AND PRICING](/email/email-archiving#pricingarea) ###### [EMAIL ARCHIVE](/email/email-archiving) Almost all businesses have gone online today. _Even the organizations that are not entirely online use emails for quick correspondence_. Therefore, you have [emails clogging](https://www.theguardian.com/technology/shortcuts/2019/nov/26/pointless-emails-theyre-not-just-irritating-they-have-a-massive-carbon-footprint) the mail servers throughout the Internet. It makes it challenging for an organization to search and retrieve emails when it needs it the most. _Cloud email archiving solutions provide the ideal mechanism to copy and store email messages_. **Cloud-based email archiving solutions** have lower maintenance and overhead costs as compared to other email archiving solutions. Secondly, _these email archiving solutions are easy to use, whereby it becomes convenient to configure it to an organization’s email database_. It results in improving the email management process of the organization. ![cloud email archiving solutions](https://media.mailhop.org/duocircle/images/2019/12/best-anti-phishing-software.png) ### The Need For Cloud-Based Email Archiving Solutions _Why do you need email archiving solutions?_ Many business organizations believe that it is not necessary to invest in a third-party email archiving solution. They feel that storing emails on live servers can serve the purpose. However, it is not so. Here are some reasons why investing in [cloud-based Email archiving solutions](/content/cloud-email-archiving-solutions/cloud-based-email-archiving-solutions) should be one of the priorities of businesses today. #### Regulatory Compliance In the US, [it is mandatory](https://www.microsoft.com/en-us/microsoft-365/growth-center/resources/what-growing-businesses-need-to-know-about-email-archiving) for Government departments and the highly regulated industries like healthcare and financial services to have proper email archiving solutions in place. #### Storage Management And Quotas _The use of emails as a means of communication is increasing daily_. The number of emails is growing, and so are the sizes of the attachments. Many businesses **impose quotas** on email storage, whereby it results in poor server performance. As the number of emails keeps on increasing, the demand for [storage goes up](https://www.wired.com/story/how-to-free-up-storage-space-in-gmail/), as well. Therefore, cloud Email archiving solutions seem to be the best bet. #### Legal Requirements Litigation are part of the industry. As most of the correspondence happens through emails today, the [courts regularly ask](https://www.networkcomputing.com/careers-and-certifications/email-archives-litigation-heres-how-get-it-right) enterprises to **disclose email content** that is relevant to the case. _The IT security department of the enterprises needs to ensure that there are no attempts to destroy evidence_. Secondly, it becomes essential to reproduce the emails whenever called upon to do so. Cloud email archiving solutions allow the IT security departments to segregate such emails and apply litigation holds, thereby enabling smooth [e-discovery](https://en.wikipedia.org/wiki/Electronic%5Fdiscovery). Organizations save thousands of dollars, as well, in data retrieval. #### Enable Audit Trail Auditing is a vital aspect of any business. _Having email archiving solutions in place enables auditors to maintain an audit trail_. In the healthcare and emergency services sector, tools like [EMS reporting software](https://angeltrack.com/ems/) serve a similar role by maintaining detailed, time-stamped records of patient care reports, which are essential for audits, compliance, and quality control. The audit feature allows **tracking activities** on the appliance. It can help the auditors to check the usage of specific keywords that unauthorized persons can use to overstep their authority. There are many more reasons why [email archiving solutions](/email/email-archiving) are necessary today. Some of them are - data verification, - prevention of data corruption, and - disaster recovery. ![email archiving](https://www.duocircle.com/wp-content/uploads/2020/03/cloud-email-archive.jpg) ### Exchange Archiving Solutions _Exchange archiving solutions are comprehensive solutions that take care of email archiving and clean-up operations_. These enable users to archive mailbox messages to a secondary storage location. Thus, administrators and end-users can extract and recover archived emails quickly. The benefits of exchange archiving solutions are: - They allow you to use both hosted servers and on-premise archiving. - Office 365 users can use the services of the Exchange Mailbox application for archiving email messages. - As you associate all your data with a single exchange mailbox, it enables you to scale your **data protection system** quickly. - The management of the content in an exchange mailbox application is at the user level and not at the sub-client level. - **Data retrieving** becomes easy. - Multi-streaming is also possible when you use Exchange archiving solutions. ### Email Archiving Solutions Comparison When it comes to email archiving solutions comparison, there are three basic types of email archiving solutions. #### Shared Saas Email Archiving On The Cloud _This type of email archiving does not need any investment in infrastructure or management at your end_. All you need is an internet connection that allows the transportation of emails from the primary mail servers to the [SaaS archival service](https://www.barracuda.com/resources/Barracuda%5FCloud%5FArchiving%5FService%5FSB%5FArchiving%5Fas%5Fa%5FService%5FUS) on the cloud. #### Private Email Archiving On The Cloud This method of email archiving entails setting your private server and storage on the dedicated cloud. You also need to have a cloud account. _This method envisages installing the chosen [email archiving software](/email/email-archiving) on the private cloud server_. The storage capacity of such an archiving service will depend on the **number of users** and the retention period. #### Dedicated Email On-Premise This type of Email archiving solution entails archiving your emails on the servers available at your [data center](https://www.rackspace.com/en-in/email-hosting/archiving). You need to choose the necessary **email archiving software** on the server. _The capacity of the server and the email storage capacity depends on the number of users and the retention period_. The best aspect of on-premise email archiving solutions is that users can access this service over LAN or WAN. ![cloud email archiving](https://www.duocircle.com/wp-content/uploads/2020/03/business-email-archiving.jpg) ### Email Archive Appliance There are three ways of deploying an email archive appliance. One is the on-premise hardware appliance. You can also deploy an email archive appliance as virtual software or as a cloud-based solution. It is also possible to use it as a combination of all three methods. However, _you should be aware of the data limitations_. Usually, neither hardware appliances, software appliances, nor hybrid solutions are ideal for [disaster recovery plans](https://www.ibm.com/services/business-continuity/disaster-recovery-plan). _These email archive appliances consist of removable devices that can be stolen or damaged_. The best email archive appliances for disaster recovery are the cloud [email archiving solutions](/). ### Personal Email Archive Software _Businesses should necessarily have email archiving solutions_. It is better if they opt for cloud-based email archiving solutions. However, if you need to archive personal emails, you can use the on-premise archiving appliances or opt for the cloud email archiving solutions depending on your requirements. _Having a personal email archiving solution can help reduce the risk of data theft from both internal as well as external sources_. A robust personal [email archive software](/email/email-archiving) can be a handy tool in today’s circumstances. ### On-Premise Email Archiving Solutions _On-premise email archiving solutions have their limitations because of the storage capacity of the servers_. Secondly, the more the number of users, the [less space](https://www.microsoft.com/en-us/microsoft-365/growth-center/resources/email-archiving-5-reasons-why-this-is-the-best-email-feature-you-never-use) you have for archiving your messages. _On-premise email archiving solutions can be risky as the data is prone to theft or pilferage_. A cloud email archiving solution is any day better. ### Final Words Preserving records is imperative in today’s business. As almost all activities take place online, it has become **necessary to preserve emails**. _Cloud email archiving solutions are the best when it comes to the storage of data and disaster recovery_. They are also useful to meet **regulatory compliance**. ##### Join the thousands of organizations that use DuoCircle --- Find out how affordable it is for your organization today and be pleasantly surprised. [Email Archive - Sign Up](/email/email-archiving)Interested in our Partner Program for MSPs and VARs? Visit Our [MSP Partner Program](/msp-partner-program). ## Ready to talk? Same-day response from someone technical. We tell you yes or no quickly. If yes, we get to work. [Talk to an Expert→](/contact/)[See what we make](/products/) ```json {"@context":"https://schema.org","@type":"Organization","name":"DuoCircle LLC","url":"https://www.duocircle.com","logo":{"@type":"ImageObject","url":"https://www.duocircle.com/images/duocircle-logo.png"},"description":"DuoCircle is a portfolio of specialized email products covering protection, authentication, delivery, and routing. 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