Cloud Based Email Archiving
Archive customer emails with encrypted storage in the cloud
Automate email archiving across customers
Managed services providers (MSPs) may find that their customers need to access old emails for business or compliance purposes. That can require hours of searching for what might not even be there, unless you have a robust solution like N‑able™ Mail Assure.
With Mail Assure you can store email for as long as you need and help reduce customer data loss with robust encrypted email archiving that includes an unlimited retention period.
Mail Assure takes the convenience of cloud-based archiving a step further, with support for email journaling to make retrieval of internal messages, sent between addresses in the same domain, a faster and more efficient process.
Advanced redelivery options allow your users to exchange emails between the archive and their inbox when they have the right to do so, automating a process that would normally require an IT specialist to intermediate. Mail Assure also offers automated continuity to help keep email up and running even when the archive is in use.
Enjoy indexing fast search capabilities
Organizing your archive is key to a successful, fast email recovery process. N‑able Mail Assure provides Admin, Domain, and Email users the ability to search incoming and outgoing archived message logs. Using Mail Assure’s indexing log search, you can pinpoint and retrieve any archived email by based on query rules you can set yourself. Messages can be searched based on variety of rule sets: timestamp, sender, recipient, etc. The combination of the user-friendly log search and fast-acting search capabilities makes Mail Assure a highly productive tool for discovering and retrieving mail from the archives. Mail Assure’s centralized dashboard also allows you to manage multiple clients at a time, so IT managers can search multiple cloud archives without switching from dashboard to dashboard.
Use secure encryption to help eliminate tampering with sensitive corporate data
When it comes to successful archiving, a strong security protocol is crucial. Your customers’ email data cannot be susceptible to third-party visibility, accidental data loss, or tampering from threat actors. For your financial bottom line and for your security audit, you need to make sure your archived emails rest in a protected cloud environment.
With Mail Assure, you can rely on robust data protection at each step of the archiving and retrieval process. N‑able uses AES encryption to help protect your email archives at rest and throughout the unlimited retention period. When it’s time to deposit or retrieve archived mail, robust TLS encryption helps to ensure your mail is not susceptible to attackers or packet loss while in transit between the archive and the inbox.
Leverage user-friendly management access for authorized users
Your archiving and retrieval process is only as efficient as your interface allows. N‑able Mail Assure offers user-friendly management access for MSPs and users at each step of the way.
With Mail Assure, authorized users can transfer email data using the export feature, so you can move archived mail to other apps if necessary. With the advanced search functionality, you can restore accidentally deleted archives, show evidence of past activity for audits, and search mail. To make retrieval from your archives as intuitive as possible, Mail Assure offers advanced search filters, so you can find archived emails based on attachment titles and even content areas.
Customize client archives by using configurable features
N‑able Mail Assure is designed with MSPs in mind, which is why it offers a centralized dashboard with multi-client capability. Whether you’re servicing small, medium, or major regional businesses, you can manage each cloud-based archive from the same dashboard, with customizable features for each unique server.
With custom retention periods, you can set each client’s cloud-based archive to retain emails for as long as necessary—with the option of an unlimited retention period. You can also seamlessly integrate archives with your clients’ specific business platforms, including Microsoft Outlook and Microsoft 365.
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Frequently Asked Questions
What is an email archive?
What is an email archive?
Email archiving involves storing email messages in a safe, centralized location from which email content can be retrieved at any time. This is different from email backup, which takes snapshots that can be used for disaster recovery. Unlike an archive, a backup is kept for a shorter amount of time and is then replaced with a new version.
Statistics show that email is overwhelmingly the preferred communication method among businesses. It’s easy to use, and it allows you to reach practically anyone in the business world.
But setting up an effective email server isn’t as easy as just setting up employee accounts. Given today’s dependencies on email, organizations need a way to support the enormous growth that continues to occur in the workplace. There needs to be a centralized storage depot that allows users to retrieve critical messages in minutes. Email archiving is the solution to the need for long-term email storage.
Why is email archiving necessary?
Why is email archiving necessary?
Although email has become a highly valuable corporate information asset, most email messages and attachments are scattered across employee mailboxes throughout the company.
In the past, employees were responsible for maintaining their own email archives, which made it difficult—if not impossible—for IT specialists to search messages for specific content. If a user needed a specific email in a system without archiving, technicians might take days or weeks to find it.
Because archived email is stored in a central hub, there’s no need for employees to maintain personal archives on their own workstations. An enterprise email archive also helps mitigate the loss of emails that employees might delete, either inadvertently or intentionally. An efficient archiving protocol can save time, money, and computing resources. A searchable, user-friendly archive means that IT staff aren’t forced to search multiple data locations for a single important message.
Archiving is also necessary to save emails in the event of a computer crash, or an ex-employee’s account deactivation. All these scenarios cause email messages and attachments to become deleted, lost, untraceable, or corrupt. To address these issues, archiving allows you to maintain a centralized store of easily searchable emails in a scalable, cloud-based environment.
What are some advantages of implementing an email archiving solution?
What are some advantages of implementing an email archiving solution?
Here are just a few reasons why email archiving can be beneficial to security and the financial bottom line:
- Cloud-based email archiving reduces the amount of storage space needed, as compared to emails stored on mail servers.
- Because your archive solution is a separate storage depot, it reduces load on the mail server and leads to better performance. It can also reduce or eliminate the instances of lost emails. This saves time and money.
- If your business is party to a legal case, you may have to turn over email communications that span multiple years during the eDiscovery process. An effective email archiving solution can retrieve the requested archival data faster and more economically. It will also preserve the original content of the messages.
How does email archiving help you meet your regulatory compliance needs?
How does email archiving help you meet your regulatory compliance needs?
Whenever a business is operating within a highly regulated industry, there are going to be rules governing how you secure, retain, and access your email records. In many industries, an email archiving system is necessary for compliance, allowing your business to maintain its industry accreditation after an audit.
When it’s time for your industry audit, email records need to be preserved in their entirety and readily accessible. If your organization is haphazard in how it archives emails, you could be subject to fines, sanctions, and other consequences.
Email archiving is critical to compliance for a large number of businesses, including:
- Finance-oriented businesses regulated by Sarbanes-Oxley (SOX), the Securities and Exchange Commission (SEC), and the Financial Industry Regulatory Authority (FINRA)
- Medical practices regulated by the Health Insurance Portability and Accountability Act (HIPAA)
- Other high-security industries
Other Solutions
Use cloud email archiving to help ensure secure email storage
- Help ensure encrypted-at-rest storage for sensitive company data
- Use minimal resources with scalable cloud-based archiving
- Retrieve emails efficiently with intuitive email search and journaling