With a constantly growing volume of information sent by email

Emails are still one of the most important means of communication, and are generally only stored in the mailboxes of the users. With a growing number of compliance requirements, such as GDPR, there is an increasing demand for a systematic way to handle these challenges, do backups and what exactly needs to be archived if not all emails!

Before answering this question let’s have a look at the term “email archiving” actually means and which advantages it can offer you?

Archiving and backing-up are commonly mistaken for being the same. Backing-up your email server alone is not sufficient and does not replace a proper email archive. A server backup only backs up data over a limited period of time and restores it if necessary, meaning that an email server backup cannot prevent data loss. New compliance requirements, such as GDPR, constant availability and restorability are not ensured in a server backup since emails may be deleted before the server is backup. Having backup and archiving of emails is the best way to go to keep your data safe.

So the answer to this question is that having both a backup and an archive solution for your emails is the ideal solution. It enables your end users to be able to search for a single email within seconds and restore it by themselves.

With this feature you can do a backup of all email accounts in your company to be stored in a separate space in Byfrost.  At the same time you will benefit from important features as security, full encryption and user friendliness. The backup email space enables you to make searches and restore emails into Byfrost, ensuring recovery for full access to email and their attachments.

If you do not need direct access to all your emails but only a selection of them, you can choose to let Byfrost do a full backup and leave a selection stored directly in Byfrost for full and rapid access. This is easily done in each user’s email client by clicking the button “Archive” after which Byfrost takes care of the rest. Should you have missed one important email then you can always recover it from the Byfrost backup emails, quick and easy. You will never lose an email again!

To keep your backup emails space tidy and clean, you can choose having emails older than 1 to 10 years automatically removed.

1. Protection against data loss

When users delete important emails by accident, or intentionally, or when they leave the company and their entire mailbox is deleted, critical data in the company is lost. With email archiving, every email, including its attachments, stays available and searchable within the archive.

Imagine if a disaster strikes and your email server malfunctions or your email service provider has a long downtime. With an email archive, you have all of your business emails at hand, constantly available.

2. Elimination of mailbox quotas

Your mailbox is full and you cannot receive any new emails. Your clients alert you that emails sent to you are rejected by your mail server because of this. This is bad for your business and now you have to delete emails and attachments, one at a time which is time-consuming. When using email archiving you will never face this situation again.

3. Increased efficiency and productivity

Email archiving keeps the data volume of the email server low, meaning eventually backup and recovery times are faster. The result is improved performance of the email server and smaller backups, saving you money and time. Every user can independently find emails at just the click of a mouse and IT support no longer has to go through the time-consuming process of manually restoring lost emails.

4. Independence and IT Service Continuity

When a mail server is out of service or data is lost, every user in your company can still access all emails via the email archive. Your company remain independent from the mail server or your email service provider, which makes it easier to continue your business activities without interruption. This means that you are covered in terms of at part of your IT Service Continuity.

5. Long-term solution for PST files

Corrupted PST-files are equally as big an issue in your day-to-day work as full mailboxes. In such a situation the only thing that an IT employee can do to help, is to restoring the PST-files from the backup. A result from this operation can be missing emails and attachments.