A Comprehensive Guide to Choosing the Best Email Archiving Solution for Your Business

In today’s digital world, every organization is drowning in a sea of unstructured data. And even the smallest business can generate a massive volume of emails every day. If you’re in charge of IT for your company and are tasked with coming up with an email archiving solution, you might feel overwhelmed and unsure where to start. This blog post is here to help you make sense of things and choose the best solution for your needs. Read on to learn more about email archiving solutions, its benefits, various types of solutions, cost implications, technical considerations, data storage needs, and much more.

What is Email Archiving?

Email archiving is the process of storing and managing email messages, folders, and attachments. The goal is to ensure compliance with industry regulations and best practices while helping IT teams reduce the costs associated with managing an email server. With an email archiving solution, you can store emails in their original format (inboxes, folders, attachments, etc.), making them easily searchable and accessible even years after their creation. Depending on the solution you select, you can also automate email discovery and eDiscovery. Email archival solutions come in a variety of flavors and can be implemented as appliances, as software, or as a hybrid of the two. The type of solution you choose will depend on a number of factors, including the amount of data you need to store, your budget, your technological environment, and your compliance requirements.

Why do you need an Email Archiving Solution?

The days of only using emails as a communication and collaboration tool are long gone. In 2019, even small businesses generate thousands of emails every day—many of which are unstructured data (e.g., attachments, meeting notes, etc.). While these emails are extremely useful and valuable, they also pose several risks: legal, regulatory compliance, data breach, and business continuity. Email archiving solutions are essential in helping you address these risks and stay compliant with industry regulations. They also allow you to easily search, find, and use old emails, attachments, and meeting notes.

Types of Email Archiving Solutions

– End-to-End Email Archiving – This is a cloud-based solution that syncs your emails in Outlook, Gmail, or other email clients with an email archive hosted in the cloud. This type of solution will allow you to search your emails and send them from an archive. – Hybrid Email Archiving – Hybrid email archiving solutions are often used as an extension to existing on-premises email solutions for migrations, cost savings, and compliance reasons. Hybrid solutions allow you to search both emails in the cloud and on-premises. – On-Premises Email Archiving – This type of solution is installed on-premises and is designed for organizations that have strict regulatory requirements or very large volumes of unstructured data. – Email Attachment Archiving – Email attachment archiving solutions are designed to store all types of attachments found in emails. That way, your emails remain unaltered while attachments are stored separately. – Cloud Based Email Archiving – Cloud-based solutions are becoming more popular since they don’t require any capital investments or infrastructure. The main drawback of this type of solution is that you’ll only have access to your emails via a web interface.

Costs Involved with Email Archiving Solutions

The costs associated with an email archiving solution will vary depending on a number of factors, including the type of solution you choose and its features and functionality. To help you estimate your expenses, here are a few things you’ll need to consider: – Installation and Implementation Costs – If you opt for an on-premises solution, you’ll need to hire a company to assist you with installation and configuration of the solution. – Monthly Subscription Fees – Most email archiving solutions will require you to pay a monthly subscription fee regardless of whether you choose an on-premises or cloud-based solution. – Bandwidth and Storage Costs – You’ll need to factor in the costs associated with the amount of data you’ll be storing and transmitting each month. – Compliance and Security Licenses – If regulatory compliance is one of your main concerns, you might have to spend extra money on licenses.

Technical Considerations for Selecting an Email Archiving Solution

As you’ve learned by now, when it comes to email archiving solutions there are many factors to consider. Here are some things you’ll want to keep in mind when assessing different vendors and solutions: – Scalability – Make sure the solution you select can handle your current and projected data volumes. That way, it won’t become a limiting factor in your organization’s growth. – Cloud vs. On-Premises – This depends on your organization’s current state of digital transformation and compliance requirements. If you’re migrating to the cloud, it’s important to find an email archiving solution that supports migration.


BestEmail archiving solutions will help you address many of the risks posed by unstructured data, especially emails. They also offer a number of benefits, including improved compliance and regulatory visibility, reduced email storage costs, and an improved email discovery process. The only way to combat the growing volume of unstructured data is to implement an email archiving solution. If you’re tasked with coming up with an email archiving solution for your company, you’ve come to the right place. This blog post is here to help you make sense of things and choose the best solution for your needs.