Archive Email Service
CourseVector’s Mail Store service offers an easy way to archive email, incoming and outgoing, for all email users, allowing for cost effective storage management, regulatory compliance, easy retrieval and more. Our Mail Store Service is designed to be self maintaining with little to no interaction on the part of the business/user.
For awhile now, cPanel has had the capability to archive Email for all accounts within a domain. Activating that feature can cause issues in that the mail archives keep growing and online space storage becomes expensive. In addition, there have been recent incidents where an online server has been hacked and email archives were compromised. Some of those emails inevitable contain sensitive information which causes the incident to be classified as a breach and could require reporting as well as payment of fines.
Why Archive Email
One of the primary concerns for many businesses and municipalities is compliance. There are strict rules concerning emails and documents that may affect clients, residents, members, etc. Sunshine laws are one example of regulations that may present compliancy issues concerning emails. Organizations in all industries face some level of compliance obligation that requires retention and production of business records, some industries such as financial services, healthcare, energy and government face strict and sometimes onerous regulations.
In today’s world, email often becomes a major focus when something goes wrong. Early case assessment, legal holds involve retaining all relevant content when those decision makers reasonably believe that litigation might be forthcoming, even if no formal legal action has yet occurred and eDiscovery which is the process whereby electronic documents, including email, mobile data, and social media content can be sought, located, secured, and searched with the intent of using it as evidence in a case, all require proper email archiving and retrieval.
Email archives can grow at an alarming rate when you consider the number of Email boxes in a domain, attachments, etc. Many email archives are kept online and can impact the cost of storage depending on the length of time Emails are to be archived. In a lot of instances, an Email archive’s size can exceed the space used by the entire website and additional online storage space is expense. Further, searching through several million Emails, online, can take hours if not days. And, of course there is the issue with security. If the online server gets compromised, even though it is believed there is no sensitive information in the archive, it is still likely to cause a reportable breach because there “could” be sensitive information in those Emails.
End User Productivity
How many times have you lost or accidentally deleted an Email? Or, suppose your Email becomes corrupt and is not recoverable. A good Email archiving system can find 1 Email in a million in less than a minute and, although it might take a few minutes, an entire Email box can usually be repaired and made serviceable should the need arise.
How to Archive Safely and Effectively
Space and Time
In today’s world, it is probably a good idea never to remove Emails from an archive. The rules for compliance and litigation change on a daily basis. In order to reduce liability, Email archives should be kept offline with only a minimal amount of history available in real time. The archive files themselves should be encrypted and the size of the archive should be expandable and able to grow as needed. At some point the cost of Email archiving becomes a burden rather than an asset, so the Email archiving system should have a way to extract extremely old Emails, in an encrypted and compact method. The extracted Emails can then be safely stored outside the system, or, if policy permits, destroyed.
Ideally an Email archiving system should be very easy to use. It should be able to retrieve an individual Email in under a minute regardless of the size of the archive. It should also be able to extract an unlimited number of Emails in a format that can be imported into and desktop client. The extracted Emails should be in a format that allows the end user to search through the files and locate keywords within individual Emails. Of course it is much easier and quicker if those searches are done from the actual archive; however, in a case where Email archiving was discontinued or old Emails were extracted from the system, the extracted files should be in a format that allows for limited end user searching.
CourseVector’s Mail Store Solution to Archive Email
CourseVector’s solution to archive Email is transparent to the user and stores Email offline so that space on the client’s web server does not become an issue. All offline Emails are kept in an encrypted container for maximum security. Once set up, all Email that flows in and out of the Email server is archived – every Email box, every Email, all the time. To keep the system really simple, Emails can be retrieved by completing our online form and, within 24 hours, all requested Emails will be forwarded to the client. Those Emails can be searched or viewed using Windows Explorer, or they can be imported or opened by almost any Email client.
CourseVector’s Mail Store Email Archive Solution costs just $50 per year for up to 25G of storage. There is a one time setup fee of $50 and a retrieval fee of $15 for each request. Importing already existing Email boxes costs $15 per box, one time.
Although it is much easier and more stable for client’s using the mail server that is provided with our hosting, CourseVector can collect and archive Emails from various servers such as yahoo.com, gmail.com, etc.
If you are interested in CourseVector’s Email Archiving Service, feel free to contact us and we will be more than happy to help.