How Cloud Email Backup Safeguards Email and Prevents Data LossHome / Email Archiving Solutions with ArcTitan / How Cloud Email Backup Safeguards Email and Prevents Data Loss
Emails are a business tool that has been vital in the digital transformation journey of companies worldwide. Email is at the heart of internal and external communications, with essential and often sensitive information transmitted and stored using email. Even imagining a scenario without email would strike fear in many businesses. Organizations feel massive repercussions when a critical infrastructure fails or is unavailable because of downtime, emails are accidentally deleted, or there is an attack by cybercriminals. Email lost due to such events can result in companies losing business, suffering reputational damage, or being fined for non-compliance with various regulatory laws.
Cloud email backup is a solution that helps to alleviate an email disaster and meet regulatory compliance. In addition, cloud email archive solutions provide a mechanism to recover emails when the originals have been lost or destroyed.
Disruptions to emails can seriously impact a modern business relying on emails for business continuity, communication with customers, and internal comms. Cloud email backup offers correction if email-related problems occur.
The three vulnerable areas below demonstrate how email disruption can impact a business:
Email systems are often vulnerable to cyber-attacks, as a 2021 attack on Microsoft Exchange by state-sponsored hackers demonstrated. The attack affected 30,000 companies and gave attackers full access to emails.
An advanced cloud email backup system, such as ArcTitan, provides fast access and recovery of emails when data has been lost to accidental or malicious deletion, corruption, or cybercrime.
Emails contain data that is both proprietary and sensitive. As such, email-held data is regulated under a variety of laws. Some of the laws that apply to email data include:
General Data Protection Regulation (GDPR): personal data (including those found in emails) must be able to be restored promptly in the event of an incident.
Financial Industry Regulatory Authority (FINRA): firms must retain, supervise, and retrieve business communications from personal and work-related devices.
Health Insurance Portability and Accountability Act (HIPAA): HIPAA security states that covered entities must securely back up exact copies of electronically protected health information (PHI) and must be able to “restore any loss of data.”
Sarbanes-Oxley (SOX): all public trading companies must keep business records, including electronic communications such as emails, for at least five years.
Lost and unrecoverable emails will place a company into regulatory non-compliance and put the company at risk of hefty fines.
A cloud email backup system automatically creates a backup copy of an email and stores it securely. Cloud-based email backup is a centrally controlled and configurable software tool that continuously and automatically makes and stores copies of corporate emails. The result is a repository of your organization’s emails that are kept safe, secure, and readily accessible. In addition, cloud email backup services provide simple interfaces to allow the retrieval of emails if a disaster occurs. This business continuity helps to ensure that an organization can continue to work, even when cyber-attacks make email inboxes inaccessible.
A cloud email backup system is connected to the organization’s email servers. The cloud email backup service duplicates emails, attachments, and calendar events, compresses them, and removes any duplicate material; the cloud email backup tool then archives the material on a separate dedicated server. Cloud backup systems like ArcTitan support existing emails and legacy PST files to create a single, searchable repository.
Cloud email backup systems have a cloud-based interface that provides eDiscovery functions and makes email and attachment search fast.
Security is an integral part of a cloud email backup system. Security must include the following:
Encryption: emails must be encrypted during transfer to the repository using TLS (Transport Layer Security Protocol). TLS prevents any nefarious interception of email traffic. Emails must also be encrypted when in storage.
Access Control: Single Sign On (SSO) and granular, role-based access control.
Robust Authentication: passwords must be hashed and encrypted. Active Directory access controls should be available for ease of use and role-based policy control.
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Cloud-based email backup is essential for maintaining security, accessibility, and business continuity. The benefits of a cloud-based email backup service include the following:
ArcTitan provides a comprehensive set of features to provide all the functionality needed when choosing a cloud email backup solution. ArcTitan has helped organizations feel safe knowing their email data is secure and accessible by backing up over 11 billion emails worldwide.
ArcTitan is cloud-based, providing elastic scalability, and adjusts organically as your email repository needs change. ArcTitan is deeply integrated into Office 365, making the email backup process seamless. Subsequent retrieval of emails is simple and fast. The powerful search tool behind ArcTitan has a load performance of more than 200 emails per second, giving instantaneous results. The entire email backup process, from email backup to retrieval, is fast, simple, and reliable.
Essential features offered by ArcTitan to backup emails include:
Email is essential to the smooth communications of an organization, but email is not infallible. Accidental, malicious, and system failings all place email at risk. Cloud email backup is an essential business tool that keeps your company running. The best cloud email backup tools will save you money, give your organization peace of mind, and be intuitive and fast.
To see how cloud email backup can give you peace of mind, sign up for a free demo of ArcTitan.
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