Great email service providers are more critical than ever to business efficiency. Many services offer their own limited email archiving features. While this may be fine for personal email, professional and corporate positions should be far more fortified. Only MSPs and IT administrators can help customers archive email in the most secure ways possible.
Archive Email and Protect Your User Data
Cloud-based email archiving solutions are gaining popularity with businesses of all sizes. They boast easy setup, low maintenance, and scalable costs based on your authorized users, making them ideal for SMBs with fewer team members.
Effective and comprehensive archiving can improve your productivity at nearly every stage. It decentralizes and disseminates information to all authorized personnel, enabling better organization between workers, departments, and locations.
Archiving email makes it easy to retrace steps and maintain accountability, allowing your team to identify and solve issues promptly, whether they happened last week or last year.
Valuable User Communication is Stored.
With email indexing, user communications are saved, stored and organized for later reference. Don’t waste time trawling through inboxes and bins when a cloud-based solution can have the desired emails on screen instantaneously via search features.
While on-premise email archiving solutions may still be favored by heavily regulated businesses, cloud-based email archiving security is only getting stronger. Many versions are already legally compliant and capable of accommodating e-discovery requests and other regulatory tasks.
If your users will be frequently accessing your systems with their personal devices rather than those in your office, you may want to consider email encryption software and other security measures to protect your data.
Why Use Cloud Archive Storage?
4 Reasons to Invest in Cloud-Based Email Archiving
With the changing landscape of the modern work environment, working from home is more prominent than ever. As some businesses work to refill offices and get personnel back into their buildings, many others have adapted to the new style of remote work and have begun investing in improvements for the future.
Reason #1: Protect against lost email data.
One challenge this presents is that many new external devices are being used to access company data. Both the security and the reliability of that access becomes a paramount concern. Your employees can’t work if they can’t connect to your systems. Cloud-based email archiving mitigates against deleted, lost, or altered email data.
Reason #2: Less maintenance and fewer help desk tickets.
Cloud-based email archiving can also be a large boon to IT departments of any size, though particularly for smaller teams. It is generally far less maintenance than on-premise archiving, freeing up IT techs for higher priority work. The intuitive layout of solutions like Mailprotector’s email archiving solution, SecureStore, will also cut down on help desk tickets.
Reason #3: Unlimited retention and no physical office space needed.
On top of ditching the need for expensive infrastructure and maintenance technicians, a cloud-based solution also frees you of the need for physical servers and office space. Companies are no longer bound by storage and retention limits from outdated equipment.
Cloud-based archiving solutions like Mailprotector’s SecureStore have unlimited storage capacity with indefinite retention, so your emails stay indexed and easily retrievable for future needs.
Ideally, as your users transition to more cloud-based solutions, you will also continue to educate your users of the necessary cybersecurity protocols. The more comprehensive and effective that training is, the less MSPs and IT administrators will have to worry about when it comes to cyber attacks.
4 Cloud Archiving Dangers and Risks
Risk #1: Evolving Email Solutions Make it Hard for Small or Medium Businesses without MSPs to Keep Up.
As with all things technological, cloud computing solutions are advancing rapidly. Engineers and programmers are constantly working to close gaps and fix bugs wherever they arise, but this is not always enough to protect your networks.
Hackers are just as tirelessly working to discover and exploit any weaknesses in your systems, and as cloud solutions change and innovate, these bad actors must also adapt to new security protocols and defensive measures.
Risk #2: Users Make Your Systems Susceptible to Hackers.
One of the largest points of vulnerability in a cloud system is the users themselves. Reckless cybersecurity posture can invite catastrophe if hackers clue in to your soft defenses.
Risk #3: Unencrypted Sharing of Sensitive Information.
Weak or poorly managed passwords aren’t the only risk, in some cases it is even more direct. Careless sharing of authorization could lead to malicious persons gaining access to internal networks, and then the fox is in the proverbial henhouse.
In certain cases, even the best training and housekeeping won’t deter data thieves. The dangers of corporate espionage and internal leaks can at least be mitigated with an effective system. Leakers’ activities can be traced and protections can be placed on especially sensitive data to limit access and transit permissions.
Risk #4: You can get sued.
Lawsuits for MSPs or for breached organizations can be devastating to smaller companies who may not have the resources to deal with such a process. The drain on time and money that such a lawsuit presents may seem warning enough, but that is just one way that a data breach can severely damage your business or your user’s business.
Your reputation comes into question when data you are charged with is leaked or stolen. For all the reasons mentioned throughout this article, companies want to choose a safe, reliable solution to their archiving problems.
Between the productivity lost in fighting lawsuits and potential lost clients and revenue as a result of your reputation winding up in the gutter, businesses cannot afford to settle for their archiving system, and indeed may consider additional protections and security measures for peace of mind.
SecureStore By Mailprotector
SecureStore revolutionizes email archiving and maximizes productivity with its excellent search functionality and limitless, indefinite storage capabilities. All tasks can be accomplished from the brilliantly laid out and easy-to-understand main console. Setting up the system is very easy, taking just minutes to modernize and optimize your communications.
SecureStore is also kept up to date to maintain compliance with regulatory bodies including PCI, SEC, GLBA, HIPAA, HITECH, and SOX. As requirements change, so too does SecureStore through constant support and updates to always deliver the best version possible.
Can the cloud be hacked?
Yes, and as a consequence you can face compliance fines and damage to your reputation. Security policies like multi-factor authentication should be established to minimize these risks.
How long do my emails stay archived in the cloud?
With SecureStore by Mailprotector, your emails are preserved indefinitely, with no storage or retention limits.