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Legal Requirement for Archiving Emails

In 2006, the Federal Rules of Civil Procedures were amended calling for all emails, communications, and electronic files to be retained that may be relevant to current or future litigation. Many businesses are unaware that it is against the law to simply delete emails. In the event of legal action, the courts may request a copy of all electronically stored information (ESI) relative to the case. If the data has been deleted or cannot otherwise be produced, the consequences can be severe. Some companies have been fined millions of dollars for failing to archive emails or produce them when requested to do so by the courts.

If you are in a regulated industry such as healthcare or the financial services, you will also need to comply with industry-specific laws, which also have email archiving requirements. States also have email data retention laws that stipulate certain types of data must be retained. The email retention periods typically range from 1-7 years, although in some cases emails must be retained indefinitely.  

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How Does Email Archiving Work?

The main purpose of an email archive is to keep a copy of each message that is sent or received to meet federal, state, and industry regulations. In the event of an audit or legal action, if is likely that you will have to produce copies of emails.

An email archive is a searchable repository for your email data that is kept separate from your email server. Every time an email is sent or received, a copy of the message will be sent to the archive for long-term storage. You can stipulate which emails need to be archived by adding an email archiving policy through your chosen solution, or you may wish to play it safe and save a copy of every email.

There are a number of different email archiving solutions to choose from, each of which have their merits. All options will allow you to meet your legal obligations, but the features, benefits, and costs can vary considerably between the different types.

Types of Email Archiving Solutions 

There are four main types of archiving solutions. Hardware-based solutions, software solutions, cloud-based email archiving solutions, and hybrid solutions.

Email appliances are standalone hardware solutions that are supplied with the software already installed for storing your email. They are an easy option for email archiving but have some limitations. You will need to choose the appliance carefully as there is a limit to storage space. Once the space is used up on your appliance, you will need to upgrade. Email archiving appliances therefore lack flexibility. If your company expands in size, or email volume increases in the future, you will need to purchase a new appliance. You must also maintain the appliance and you will be responsible for security. You will also need to backup your archive. The appliances may be robust, but all hardware can fail so you will need a backup for disaster recovery.

Software solutions provide the email archiving software, but not the hardware. You will also need a server with an operating system such as Windows Server on which the software is installed. A separate server is recommended, unless you only have a handful of employees. You will also need database software to store your archive. Licenses for the software need to be purchased and you may have to pay extra for support services. You will be responsible for updating the software, which may have an additional cost. As with an appliance, it is your responsibility to secure your server.

ArcTitan Cloud is lightning-fast, processing and archiving up to 200 emails per second in real time and allowing searches to be performed at a rate of 30 million messages in less than a second.

Hardware-Based Solutions and Dedicated Email Archiving Appliances

Many companies use legacy email archiving solutions on a dedicated on-premises server or email archiving appliance. These appliances and servers are located behind the corporate firewall for security purposes. While these solutions can be easily secured, the hardware on which they are stored must be maintained, upgraded, and patched. Systems must be put in place to ensure email data in the archive is backed up to protect against data loss.

Hardware-based solutions are located on-premises, which means that in the event of a natural disaster – flood, fire, hurricane for example – data will be at risk. In the event of a cyberattack, the archive may be accessible to the attackers. Data could be stolen or deleted, or encrypted in a ransomware attack. This is why many companies are now moving their archives to the cloud, or chose to use a hybrid solution, combining the cloud for backups with on-premises hardware for archiving.

Hybrid Email Archiving Solutions

Hybrid email archiving uses a combination of hardware, software, and the cloud. You could have an on-site appliance or software on an internal server for storing your archive and use the cloud to store a backup. With this option you get peace of mind that your archive can always be recovered in the event of hardware failure or a ransomware attack but will have the added cost of cloud storage for your archive and still have the maintenance costs associated with your on-premises hardware.

Hear from our Customers

Archiving Your Emails in Style - ArcTitan Review

ArcTitan is that tool that you need to keep your emails secure as well as creating more room. It allows you to archive all the emails with a strong encryption scheme to ensure their safety. Its easy to use and integrates seamlessly with Outlook 365. We use the ArcTitan for email and organization email achirval. The tool meets the requirements and leaves an audit trail. Once you archive the mails, you are able to retrieve with a single click.

Henry K.

Real Estate Analyst

ARC Titan for our Clients

I like the experience of administering the product for our client. I found it was enough to setup and police with policies that our clients needed. Support are always there to help with any issues and there is a fantastic knowledge base area to find out what we need if we are ever stuck.


Supportdesk Manager

Good Product

ArcTitan is easy to implement. The interface is intuitive. The search function is helpful. Easy to connect to O365. We needed a solution to seamlessly archive our email from O365. This was for compliance and general data protection.

Verified User in Health, Wellness and Fitness


Simple, fast and secure archiving

What do you like best about ArcTitan? Being a Cloud solution, implementation is quick and easy, requires no installation, just a simple configuration, and is immediately ready to use. The unlimited storage space also allows you to really keep all your emails (important or not). Recommendations to others considering ArcTitan: The support is professional and competent. What problems is ArcTitan solving and how is that benefiting you? All company emails can be consulted even after they have been deleted from the mailbox or even if the mailbox no longer exists; this solved the need for heavy PST storage and speeded up the search for old emails.


Presales Engineer

Email Archiving in the Cloud with ArcTitan

What do you like best about ArcTitan? ArcTitan is Fast, scalable, very easy to operate and it has all the email archiving requirement/features a company needs to have. ArcTitan email archive has been the most effective solution, there is no storage limitation. ArcTitan takes automatic backups. it saves our email storage space and cost. has a super-fast search option and include full email audit functionalities. What do you dislike about ArcTitan? There is nothing dislike anything about this product, everything is perfect and amazing. Recommendations to others considering ArcTitan: Highly recommend to everyone, ArcTitan is truly superb email archiving tool. What problems is ArcTitan solving and how is that benefiting you? securely archive the emails. save time, cost and storage space. can manage everything from outlook

Isuru P.

Assistant lecturer

Introducing ArcTitan Cloud

ArcTitan Cloud is a 100% cloud-based email archiving solution that eliminates issues related to security, compliance and improves efficiency. A “set and forget” solution, ArcTitan Cloud is easy to use and effective at what it does – deduplicating, compressing, indexing and archiving email messages for secure, long-term storage to meet legal, compliance, security, and disaster recovery objectives.

ArcTitan Cloud is lightning-fast, processing and archiving up to 200 emails per second in real time and allowing searches to be performed at a rate of 30 million messages in less than a second. Archived email data is encrypted at rest and in transit and stored in an IL5 certified data center on Replicated Persistent Storage on AWS S3 and the archive is automatically backed up to protect against data loss.

ArcTitan Cloud is a feature-rich, reliable, secure repository for email, but is also one of the lowest cost email archiving solutions on the market, making email archiving affordable for all businesses and service providers.

Features of ArcTitan Cloud

  • 100% cloud-based email archiving – No hardware or software is required
  • Extremely competitive pricing
  • No limits on storage space
  • Scales to 60,000 users
  • Fast email archiving and message retrieval
  • Enhances search and storage functionality of Office 365
  • Intuitive design ensures it is easy to use on desktop and mobile devices
  • Full encryption of emails at rest and in transit
  • Full audit trail maintained and a tamper-proof copy of all email messages
  • Access the archive from your mail client or via a web-based portal
  • Full protection against data loss and mail server outages
  • Industry-leading customer support
  • Product demonstrations can be arranged by calling TitanHQ

For further information on ArcTitan Cloud, call the TitanHQ sales team today.

Jennifer Marsh

Jennifer Marsh


Talk to our Team today

Talk to our Team today