Businesses of all sizes rely on email to communicate both internally and externally. Your business will likely send out hundreds of emails a week, if not more. Archiving email is incredibly important. Email archiving is different to just backing up or keeping emails in the inbox. It involves storing your emails, either in the cloud or on-premise, in a secure environment. This means the emails can’t be tampered with or deleted, but they can be searched and viewed. This has many benefits for your business. Archiving helps you stay legally compliant by keeping a communications record. It can help in a legal case where you need some record of communication. It can help you recover data, manage your IP and increase productivity.
To help you find the right product, here’s Expert Insights’ list of the top Email Archiving platforms for businesses. We’ll discuss their features, the support they offer, and pricing.
The Mimecast Cloud Archive platform offers an excellent range of features to allow you to safely and securely store your emails. Mimecast stores all of a company’s communications in a highly secure vault. They store detailed data about the time of sending, where it was sent, and the device it was sent on. The archive is simple to use, and quick to return results. This is hugely important, as looking for large numbers of email can be very time consuming on a slower service. The platform also creates reports which show who has accessed the archive and when. This can help your business stay compliant or support legal cases. They offer features which give users access to their own archive, which is useful for them to manage old clients.
Mimecast is a popular choice among clients, who highly praise the quick search times and ease of use of the archive, even on mobile. This is a market leading service, which is an ideal solution to your archiving needs.
You can read our full review of the Mimecast Cloud Archive here.
Sonian is one of the only companies who are fully focussed on email archiving. This is reflected in their excellent service. They store all emails, incoming and outgoing, as well as their attachments. Their archive is quick to search, and very secure. It segments all accounts within the archive, so even if one is hacked, the rest stay secure. The security of this service means that it’s popular with clients. They also like how easy the archive is to search, and how easy the service is to deploy. This service is also very cost effective.
Sonian’s core focus is on helping companies meet legal compliance. For example, it’s very easy to export emails in bulk from the archive, and pass them on to a third party. It’s also impossible to tamper with emails, even when being exported. This makes Sonian an ideal platform for companies who need to ensure they are legally covered, such as those in the financial sector. Sonian is only sold through resellers, so if you’re interested in this service, get in touch.
You can read our full review of Sonian Archiving here.
Microsoft offers a cloud-based archiving solution for businesses. Being part of O365 and Exchange, this product is easy to use and implement. This makes it a great option for smaller businesses who need to securely archive their emails, but don’t want to go through another third party vendor. Microsoft Archiving is popular with customers for this reason, but also because the service is cost-effective. It’s very easy to add this option on to your current Exchange or O365 solution. This service also offers a good range of features. You can set retention tags, so you can choose specific emails to be archived. There is also built in auditing to show who is accessing the archive. Microsoft also offer unlimited data storage at no extra cost.
Microsoft Exchange Online Archiving is an ideal platform for smaller companies who need basic email archiving. It’s cost-effective and easy to use.
You can read Expert Insights’ full review of Microsoft here.
Global Relay’s Archive is ideal for larger businesses, who need to store all their communications in the cloud. Their service goes beyond just storing email. It can store instant messages, mobile communications and social media interactions. Each one contains meta-data about where it was sent and what times. One of their archives can store data for up to 400,000 users. Global Relay offers companies full legal compliance, meaning that their archives are completely tamper proof. They offer flexible access to the archive based on your role within the organisation. This can be useful if managers need to be able to access the archive, or someone in HR, but not everyone. The archive is easy to search, offering a multi-lingual interface and quick search times. In addition, Global Relay offers very specific email searches to help you find one particular email out of an archive of thousands.
One thing to be aware of is that leaving this service can be expensive, as you will need to export large amounts of emails. However, Global Relay is a great option for large business who need an easy to use and fully featured service.
You can read the full review we’ve published on Global Relay here.
Proofpoint Enterprise Archive is an archiving platform for medium to large companies. They also offer an Essentials package for smaller companies, which includes archiving. This is a strong email archive. It’s secure, and offers quick performance when searching the archive. End users are able to accesses their own archived emails, but not edit them, on desktop or mobile. In addition, they offer a range of policies to make sure that the archiving fits the needs of your specific organisation. This platform is popular with customers for it’s ease of use, and how easy it is to deploy. It’s also cost effective, for the advanced features on offer. Another element of this platform customers like is how great the support is, although it’s important to note the level of support on offer is dependent on the service level you purchase.
Proofpoint Essentials offers a powerful service, which is easy to use and has multiple customisable policies. We’d recommend this solution to larger companies who want a solid service at cost effective pricing.
You can read our full review of Proofpoint Enterprise Archive.
Cryoserver is a vendor which specializes in email archiving. They offer both a cloud and on-premise email archiving platform. The cloud option is quick and easy to deploy, and allows access to the archive from anywhere. The archive is highly secure and offers quick searching of the archive. It offers a range of advanced features for businesses. These include role based access to the archive for end users. It also includes email compression to keep the storage costs of the archive to a minimum and decrease the search times. Customers like the service overall, which they argue is easy to navigate. It’s a popular choice for resellers who white-label the service and provide enhanced support.
This service is suitbale for small to mid-sized companies that are rapidly growing. It has a range of flexible policies which will ensure that the archive remains a good fit with your business as it grows.
You can read our full review of Cryoserver here.
Barracuda Essentials is a bundle offered by Barracuda to small businesses. It includes an Email Secure Gateway and Email Encryption, as well as Archiving. This archive is cloud hosted with a focus on ease of use. It’s easy to search, offering quick search results and granular search times to help you find individual emails. Barracuda offer apps to end users, so they can access their archive even if they are off network or if Outlook is down. Barracuda offer good reports which show who has accessed the archive, and when. As a leading vendor, Barracuda offer a secure and dependable service. They have a good customer support team.
Barracuda offers a good service for small businesses, which is cost effective and bundled with a range of other features. It’s a good option for businesses looking for basic archiving alongside a range of other security products.
You can read the full review of Barracuda Essentials Archiving here.
Proofpoint offer Essentials as a packaged deal with a number of products. Alongside Email Archiving, It includes email encryption and an email secure gateway. Their Essentials Archive is a basic version of their Enterprise archive. Proofpoint has aimed this product at small to midsized companies. The service focusses on streamlining and ease of use. End users get full access to their stored email communications, allowing them to easily manage their communications. Proofpoint also guarantee that searching the archive will take less than 20 seconds. The service integrates well with both on-premise Exchange and O36, which makes it easier for end users to navigate. It’s important to note however that emails are only stored for ten years in one archive.
Proofpoint offers good value for money, meaning it’s a good option for small companies. It offers unlimited storage options and multiple price points so you can choose which modules your business needs.
You can read our full review of Proofpoint Essentials Email Archiving here.
Smarsh offer two levels of email archiving, one aimed at small companies, and one aimed at enterprises. It’s an expensive service. Smarsh is positioned for the most part at highly regulated financial companies who need to meet legal compliance. To meet their needs Smarsh offers a secure service, with a high service availability. End users get access to their archive, with identification so admins can tell when they have been reading old emails. Smarsh offer premium customers the ability to archive instant messages such as Bloomberg or Slack. It has a fully featured user interface which makes it ideal for businesses who regularly need to access months old email communications. These features mean that this is a highly technical service, however.
Smarsh is a good option for companies that need the most advanced archiving available. We recommend this service to users who are able to take advantage of its granular controls and advanced features.
You can read our full review of Smarsh here.
Hornetsecurity’s email archive aims to deliver an easy to use service you can simply set and forget about. It automatically encrypts and archives email in data centres, whether you are using on premise or cloud based email. This platform is fully legally compliant. The archives are easy to search, and quick to export small quantities of emails. The platforms offers comprehensive logs, so you get visibility over who is using the archive. An strength of this platform is self-service exporting. This means that companies can take all of their data out of the archive without going through Hornetsecurity. The service has an Outlook plugin and a mobile application, making it easy for end users to access the archive. This platform also has a focus on privacy. It only allows admins to view metadata about an email in the archive rather than the actual content.
Hornetsecurity holds all data within the European Union, therefore is a good option for European countries.
You can read Expert Insights’ full review of Hornetsecurity Email Archiving here.
So there ends our list of the top 10 Email Archiving platforms. Each one brings unique features to the table, some better suited to larger companies, some offering advanced controls and features, some with a focus on reporting and others on the most streamlined and easy to use service. Finding the one that best suits the needs of your business is crucial for you to improve your security.