Best Email Archiving Software

In today's digital era, effective email management and archiving are crucial for businesses of all sizes. By giving you thorough insights into the best options, this comprehensive guide strives to help you make an informed choice. 

Your organization should invest in a reliable email archiving solution for compliance, legal requirements, or simply to streamline email management. Investigate your options and equip your company with effective email archiving tools. This list has been carefully selected by our specialists based on a number of criteria, including functionality, usability, security, scalability, and customer feedback. So let’s get started.

What Is Email Archiving Software?

Email archiving software is a specialized tool designed to store and manage email communications within an organization securely. It enables businesses to efficiently organize, index, and retrieve emails for various purposes, such as compliance, legal requirements, and knowledge management. The best email archive solution captures mail servers and preserves email messages and their attachments, ensuring long-term accessibility and data integrity. 

By archiving emails, businesses can reduce storage costs, enhance data security, and improve productivity. Additionally, advanced features such as search functionality, customizable retention policies, and audit trails make it easier to locate specific emails when needed. The email archiving system is an essential solution for businesses aiming to streamline email management and ensure regulatory compliance.

Who Uses Email Archiving Software? 

Email archiving tools are utilized by various entities across different sectors. From regulated industries and legal departments to government organizations, SMEs, and IT/compliance teams, email archiving serves their unique needs. Let's learn about the users of email archiving software in detail:

1. Businesses in regulated industries

Businesses operating in regulated industries such as finance, healthcare, and legal sectors heavily rely on email archiving software to meet compliance requirements. These industries have strict regulations and guidelines governing the retention and accessibility of electronic communications. Email archiving software provides them with the necessary tools to store, organize, and retrieve emails in a secure and compliant manner.  

2. Legal and litigation departments

Email archiving software is invaluable for law firms and legal departments as they deal with a significant volume of email communications related to legal matters. These entities require a systematic and efficient method of preserving and managing emails to ensure compliance, mitigate legal risks, and facilitate e-discovery processes. Email archiving software enables legal professionals to easily search, retrieve, and review relevant emails and attachments, saving time and effort in document production for legal proceedings.  

3. Government and public sector organizations

Government agencies and public sector organizations handle vast amounts of electronic communication on a daily basis. Email archiving software plays a vital role in ensuring transparency, accountability, and compliance with record-keeping regulations. By implementing email archiving solutions, these entities can securely capture, retain, and manage emails as official records. It facilitates the efficient retrieval of historical communications for audits, investigations, and public information requests.  

4. Small and medium-sized enterprises (SMEs)

Small and medium-sized enterprises (SMEs) recognize the importance of efficient email management for their day-to-day operations. The best email archiving software offers SMEs the ability to organize, store, and retrieve emails effectively. By adopting email archiving solutions, SMEs can streamline their email communication processes. Also, it can reduce storage costs and ensure compliance with industry regulations. It allows such establishments to easily search and retrieve past emails, attachments, and related information.

5. IT and compliance teams

IT departments and compliance teams play a crucial role in implementing and managing email archiving software within organizations. They are responsible for configuring the secure backup software, setting retention policies, ensuring data integrity, and responding to legal or regulatory requests for email retrieval. Email archiving software empowers IT and compliance teams to efficiently manage and monitor email communications.

Benefits Of Best Email Archiving Software 

Discover the numerous benefits of utilizing the best email archiving software. From reducing storage requirements to eliminating mailbox quotas, these benefits enhance data management, streamline operations, and improve efficiency.

1. Reduces storage requirements

The best email archiving software significantly reduces storage requirements by offloading older and less frequently accessed emails from the primary email server. This is accomplished by compressing and removing duplicate emails from storage to maximize available storage. This guarantees effective server resource utilization, minimizing the need for pricey storage upgrades.

2. Helps prevent email clutter

Email archiving software helps prevent email clutter by automatically capturing and organizing emails into a centralized archive. This eliminates the need for users to manually manage and hold emails in overflowing mailboxes, which is a huge convenience for them. This results in a more organized inbox, a decrease in the number of incoming emails, and an increase in overall productivity. 

3. Simplified backup and restore

With email archiving software, the backup and restore process becomes simplified and streamlined. The program conducts secure backups of previous emails, diminishing the chances of any information being misplaced. It also enables the prompt and trustworthy retrieval of erased emails in cases of unintentional deletion, hardware malfunction, or system breakdown. 

4. Increased server performance

By offloading older emails to the archive, the best email archiving software improves server performance. With reduced email volumes on the primary server, there is less strain on server resources. This results in faster email processing, improved system performance, and enhanced overall server responsiveness. 

5. Elimination of mailbox quotas

Email archiving software eliminates the need for mailbox quotas, providing users with more flexibility in storing and managing their emails. Establishments no longer need to set strict mailbox capacity restrictions because archived emails are stored separately from the main mailbox. Users don't have to worry about going over their allotted storage because they can keep emails for however long they need to. 

Features Of Best Email Archiving Software

Discover the essential email archiving software features that define the best email archiving software. From advanced search capabilities to robust security measures, these features ensure efficient email management and regulatory compliance. Some key features of email archiving software include:

1. Advanced search and retrieval capabilities

The best email archivers offer advanced search and retrieval capabilities, allowing users to swiftly locate specific emails, attachments, or keywords within a vast archive. With options like Boolean operators, filters, and metadata search, users can precisely pinpoint the desired information. 

Ultimately saving valuable time and effort in the process. Whether searching for specific dates, senders, recipients, or content, these capabilities streamline email retrieval and facilitate effective information management.

2. Robust security and data integrity measures

Top-tier enterprise email archiving software prioritizes the security and integrity of archived data. It employs robust security measures such as encryption, access controls, and secure storage to protect sensitive information from unauthorized access or tampering. 

Additionally, advanced data integrity mechanisms, including tamper-proof audit trails and checksums, ensure the authenticity and reliability of archived emails. By implementing these security measures, organizations can maintain the confidentiality of their email communications and demonstrate compliance with data protection regulations.

3. Scalability and storage efficiency

The best program for archiving email is designed to accommodate the ever-growing volumes of email communications within organizations. It offers scalability, allowing businesses to effortlessly expand their archives as their email volumes increase over time. 

Additionally, the software employs server storage space efficiency techniques such as deduplication and compression, optimizing storage space and reducing costs. With scalable and efficient storage capabilities, organizations can effectively manage their email archives without compromising performance. Also, it reduces server storage space.

4. Compliance and legal support features

Leading email archiving platform includes dedicated features that support regulatory compliance and legal requirements. It enables organizations to define and enforce retention policies based on industry-specific regulations. The software may also provide automatic legal hold capabilities, ensuring that relevant emails are preserved for legal proceedings. 

Furthermore, compliant reporting features assist organizations in generating audit reports and demonstrating adherence to regulatory requirements. With these compliance and legal support features, organizations can confidently meet their industry obligations and effectively respond to legal and regulatory inquiries.

5. Seamless integration and user-friendly interface

The top-notch software for archiving emails integrates perfectly with current email platforms like Microsoft Exchange or Office 365, guaranteeing a hassle-free experience for users. The software boasts user-friendly interfaces with easy-to-use navigation and customizable settings, streamlining the adoption process for businesses.

Due to a well-designed interface, users can effortlessly handle their email archives, conduct searches, apply filters, and retrieve data. The user-friendly interface enables users to manage their archived emails effortlessly and fosters greater adoption within the organization, leading to increased productivity.

How To Choose The Right Email Archiving Software?

There are a number of things to take into account while selecting the best email archiving software. Important factors to need to consider are ensuring legal compliance, data security, high e-discovery performance, cloud-based archiving, flexibility, and legal hold, as well as cost and open archiving format. To assist you in making a wise choice, let's examine each of these elements in greater detail. 

1. Ensure legal compliance

When selecting email archiving software, ensuring legal compliance should be a top priority. The chosen solution must meet auditing and data regulation requirements. It should automatically archive emails, attachments, and metadata, including information on recipients, timestamps, and replies. Immutable archiving is essential to maintain data integrity as per legal regulations. 

Access to the archive should be audited and controlled with granular permissions management. Compliance is crucial in industries like finance and healthcare, where stringent regulations exist. By choosing software that prioritizes legal compliance, you can ensure that your organization meets regulatory obligations and avoids potential penalties or legal complications.

2. Data security

The safety of data is of the utmost concern while using email archiving software. Strong security measures should be incorporated into the chosen solution to safeguard archived data from unauthorized access and dangerous threats. Both data in transit and at rest should be encrypted with email archiving systems, making sure that sensitive information is safeguarded in the best possible manner.

It is important to scan the various data security measures while choosing an email archiving system to prevent any loss or leakage of data.

3. Strong e-discovery performance

Effective e-discovery capabilities are essential for email archiving software. Users should be able to find and export data effectively with the help of the solution's user-friendly interface and speedy search results. It should be possible to perform advanced searches with full-text search and built-in filters like sender, recipient, date, and subject line. 

Simple export of particular emails and chains should be supported by the software without the need for laborious procedures. To provide continuous business continuity, access to the e-discovery archive should be accessible even during email network disruptions. Organizations can rapidly search for and retrieve pertinent data for legal, regulatory, or internal purposes with the help of a well-designed archiving platform with high e-discovery performance.

4. Cloud-based archiving

Cloud-based archiving offers numerous benefits for organizations. Integration with popular cloud-based email platforms, such as Microsoft 365 and Google Workspace, simplifies deployment and saves time. It provides scalability, reliability, and cost-effectiveness compared to legacy on-premises alternatives. Cloud storage is often more scalable and offers lower storage costs. 

Establishments can also consider hybrid solutions that combine on-premises and cloud-based archiving. Cloud-based archiving ensures seamless access to archived emails from anywhere without the need for on-site infrastructure. It provides organizations with a secure and efficient approach to long-term email archiving while leveraging the advantages of cloud technology.

5. Flexibility and legal hold 

It is essential for email archiving software to be flexible in order to suit the needs of organizations and the standards of compliance. The system that is selected should have the capability to keep emails for the needed time, preferably at least ten years or longer if it is required to do so. 

It should come equipped with a legal hold feature, which can save emails for use in the event of an audit or court case. The flexibility should extend to multiple archiving levels, allowing significant emails to be prioritized for long-term storage while setting lower retention periods for communications that are not as vital.

Top 5 Email Archiving Software 

Introducing our list of the top 5 email archiving solutions, complete with pricing information, pros, and cons. Explore these leading options to find the best fit for your organization's email archiving needs.

1. Barracuda message archiver

Barracuda is an enterprise archiving service software. All emails—incoming and outgoing—and their attachments are stored on the platform. Their archive can be quickly searched, and it is quite safe. It divides up every account in the archive so that even if one is compromised, the others are safe.  

Features

• Advanced search and retrieval capabilities
• Compliance and eDiscovery support
• Scalability and storage options
• Robust email management features
• Secure data protection and access controls

Pros

• Robust email security solutions to protect against cyber threats
• Comprehensive archiving capabilities for efficient data storage and retrieval
• Easy integration with existing email infrastructure
• User-friendly interface for smooth navigation and administration
• Reliable customer support and regular software updates

Cons

• Pricing plans may be higher compared to some competitors
• Advanced features may require additional configurations and setup
• Some users may experience a steep learning curve when first using the platform

Pricing

• Custom pricing

2. Google Vault

Google Vault is a tool designed for Google Workspace that enables users to retain, hold, search, and export user data for compliance and eDiscovery purposes. It is an information governance and archiving solution that is designed to help establishments remain compliant with regulatory requirements and legal discovery requests.

Features

• Data Retention and eDiscovery for Google Workspace
• Supported Services and Data Types
• Search Google Drive, Meet, and Sites with Vault
• Collaboration and Productivity with Google Workspace for Nonprofits

Pros

• Robust email archiving and retention capabilities
• Powerful search and retrieval functionality for easy data access
• Comprehensive legal holds and eDiscovery features
• Effective data loss prevention measures
• Detailed audit and compliance reporting

Cons

• It is available only for the Business and Enterprise editions of Google Workspace
• The Google Workspace administrator must set up your account before you can utilize Vault

Pricing

• Additional licenses: $5/user/month
• Vault pricing varies based on the Google Workspace edition
• Basic Plan: $6/user/month (includes Vault)
• Business Plan: $12/user/month (includes Vault and additional features)
• Google Workspace online: 30-day free trial, Basic Plan $6/user/month, Business Plan $12/user/month.

3. Mimecast

Mimecast stands as a prominent software company dedicated to delivering a comprehensive suite of cybersecurity solutions tailored for establishments. Their cutting-edge cloud-based platform encompasses a wide array of essential features. It includes robust email security, reliable data protection, efficient archiving capabilities, robust web security measures, and comprehensive awareness training programs. 

Features

• Fast, easy deployment
• In-depth policy control and filtering
• Advanced Phishing Protection
• AI-powered, world-class detection
• Identity and social graphing for anomaly detection
• One-click remediation
• Full sandbox attachment scanning and AI file analysis

Pros

• Comprehensive bundle of cybersecurity solutions
• Cloud-based platform for convenience and accessibility
• Advanced email security against malware, spam, and phishing
• Data protection and archiving solutions for business continuity
• Awareness training for employees to improve cybersecurity practices

Cons

• Pricing may not be affordable for small businesses
• Some features may be redundant for businesses with existing cybersecurity measures

Pricing

• Email security CI- $4.50 per user per month
• 365 protect- Custom pricing
• 365 protect plus- Custom Pricing

4. Proofpoint 

Proofpoint offers an extensive email security solution called Email Security and Protection. It is specifically designed to safeguard businesses from phishing attempts, malware, and other advanced email threats. This cybersecurity establishment provides real-time analysis, identifying and eliminating spam and other undesirable emails while offering protection against harmful URLs, attachments, and messaging.

Features

• Email Protection
• Email fraud defense
• Secure email relay
• Sendmail open source
• Essentials for small business
• Advanced threat protection

Pros

• Comprehensive solutions for email and data protection against cyber threats
• Anti-phishing and awareness training to improve cybersecurity practices
• Threat intelligence and compliance solutions for businesses of various sizes
• Cloud-based platform for convenience and accessibility
• Advanced technology to prevent data loss through targeted attacks

Cons

• Some features may be overkill for businesses with existing cybersecurity measures
• Implementation and customization may require significant resources and expertise

Pricing

• Beginner- $1.65 per user per month
• Business- $3.03 per user per month
• Advanced- $4.13 per user per month
• Professional- $5.86 per user per month

5. ArcTitan

ArcTitan is a cloud-based email archiving solution by TitanHQ for small to medium-sized businesses. It seamlessly integrates with Office 365 and other email systems. With ArcTitan, organizations can streamline search functionality, ensure audit-ready compliance, and offer multi-tiered access to archived messages. In regulated industries, ArcTitan helps maintain compliance with retention policies and legislation. 

Features

• Office 365 Email Archive
• Office 365 email search and storage functionality
• Lightening fast search and retrieval
• A Simple to use email archive
• Secure and perpetual
• eDiscovery and EU GDPR

Pros

• Cloud-based web filtering solution for improved cybersecurity
• Easy to deploy and manage for businesses of all sizes
• Provides protection against malware, phishing, and ransomware
• Customizable policies to fit specific business needs
• Affordable pricing options for small to mid-size businesses

Cons

• Some may find the interface to be less intuitive than other web-filtering solutions
• Limited customization options for larger organizations with complex needs

Pricing

• Custom pricing

Challenges Of Email Archiving Systems

Implementing an email archiving system brings challenges such as managing high volumes of emails, ensuring security, handling integration complexity, and meeting legal and regulatory compliance requirements. Here are the challenges of email archiving systems in detail:

1. Volume of emails

One of the significant challenges of implementing an email archiving system is managing the overwhelming volume of emails generated by establishments on a daily basis. With businesses relying heavily on email communication, the task of handling and storing this ever-increasing data can be daunting and resource-intensive.   

2. Security and integrity

Ensuring the security and integrity of archived emails is paramount. Establishments must implement robust encryption and access control measures to safeguard sensitive information. Protecting against unauthorized access and potential data breaches is crucial to maintaining the confidentiality and privacy of archived emails.   

3. Integration complexity

The complexity of email systems and the need for compatibility with various platforms. Also, email clients can pose integration challenges during the implementation and maintenance of an email archiving system.  

4. Legal and regulatory compliance

Organizations face challenges in meeting legal and regulatory requirements for email retention, eDiscovery, and data protection compliance. Adhering to email retention policies, addressing eDiscovery requests, and ensuring compliance with regulations like GDPR is demanding.  

5. Planning and Infrastructure

Implementing an effective email archiving system necessitates the careful planning and building of a reliable infrastructure. Strategic planning is essential to ensure the system meets the organization's requirements, scalability, and future needs.

Latest Trends In Email Archiving Software

As technology continues to evolve, the field of email archiving software is also witnessing advancements to meet the changing needs of organizations. Here are 5 of the latest trends shaping the landscape of email archiving solutions:

1. Cloud-based email archiving

Cloud technology has revolutionized the way organizations store and manage their data. Cloud-based email archiving solutions offer scalability, accessibility, and cost-effectiveness.  

2. Artificial intelligence and machine learning 

AI and machine learning (ML) algorithms have enhanced email archiving software's capabilities. These technologies enable intelligent email categorization, automated tagging, and advanced search functionalities.  

3. Data analytics and insights

Email archiving software is increasingly incorporating data analytics tools to provide valuable insights into email usage, trends, and patterns.  

4. Enhanced security and compliance features

With the growing emphasis on data privacy and regulatory compliance, email archiving software is bolstering its security and compliance features. This includes advanced encryption protocols, secure access controls, tamper-proof audit trails, and integration with tools.

5. Integration with collaboration platforms

Many organizations rely on collaboration platforms such as Microsoft Teams and Slack for communication and collaboration. Email archiving software adapts to this trend by providing seamless integration with these platforms.

Pricing Information Of Best Email Archiving Solution

The average price of email archiving software varies widely depending on the vendor and the specific needs of a business. Some vendors have pricing information on their websites, while others require businesses to contact them directly for a quote. It ranges from $2 and $6 per user per month. It is essential for organizations to choose the right platform for their organizations after ensuring it meets budgetary requirements.

Conclusion  

In conclusion, the list of best email archiving software provides a comprehensive range of options for buyers. These email archiver review solutions offer reliable and efficient email storage, retrieval, and compliance features. Whether for small establishments or large enterprises, this guide can help buyers make an informed decision on email archiving software comparison. Also, it can help you find the perfect email archiving software reviews to meet their specific needs.