With ArcTitan, organisations can fully offload their email storage requirements to the cloud and avail of unlimited archiving of both inbound and outbound mail, including attachments, folders, calendar entries, and contacts.
ArcTitan is a powerful cloud Email Archiving solution that seamlessly integrates with Office 365.
ArcTitan Key Features
- ArcTitan Complements Office 365 Features. View and retrieve messages directly from your own Outlook client.
- Comprehensive instant email archiving and retention - maintain audit-ready compliance, streamline search functionality, and provide multi-tiered, permissions-based access to archived messages.
- ArcTitan’s email archiving functionality is vastly superior to Microsoft’s standard Office 365 archiving tool. ArcTitan supports comprehensive policy-based archiving, including message and attachment de-duplication for faster search and retrieval.
- Customize retention periods and policies based on user, email content, or attachments. ArcTitan can archive up to 200 emails per second.
- Easily search, discover, and retrieve your Office 365 archived emails and files in seconds with ArcTitan, even when those files have been compressed. All common file attachments are supported.
- ArcTitan can interrogate up to 30 million emails in less than a second.
What is an Office 365 Archiving Tool?
Organizations create massive amounts of data. Much of this data resides in emails. Office 365 is a very popular tool, used by hundreds of thousands of companies worldwide. Office 365 archiving tools, such as ArcTitan, work with a company’s Office 365 suite to ensure that email-based data and attachments are captured and preserved.
What is an Office 365 archiving tool, and how can it benefit businesses looking for an alternative solution?
Office 365 archiving tools are designed to work seamlessly with Office 365 and other email platforms. These archiving tools are integrated with the email client to ensure that emails, sent or received, are automatically archived. Automation removes human error. Office 365 archiving tools offer compliance-ready capabilities to enforce rules that reflect regulatory requirements, including data security, email retention laws, and privacy regulations. These solutions are also designed for high performance, speed, and security. Alternatives such as Microsoft’s built-in archive have limitations that leave an organization open to non-compliance.
What are the compliance or security benefits of using Office 365 archiving tools?
Office 365 archiving tools are developed with security and regulatory compliance as core features. Office 365 archiving tools provide security layers that include encryption for both email storage and email transfer in and out of the archive. Another essential security feature is the prevention of unauthorized access to archived emails and attachments by enforcing robust access control based on the principle of least privilege. Regulatory requirements, such as FINRA’s email retention rule, are covered by the enforcement of email retention policies. Accurate and fast search and retrieval is another essential part of adhering to regulations, which is provided by Office 365 archiving tools.
How scalable are Office 365 archiving tools for growing businesses or enterprises?
As a cloud-based service, the Microsoft Exchange archive solution offers high scalability. The archive will grow as the business grows. Unlike built-in Office 365 archiving, third-party Office 365 archiving tools do not apply email storage and search limits. Emails are archived in real time and automatically sent to the archive.
Hosted Email Archiving for Office 365
Cloud-based email archiving ensures critical business mail and attachments are securely archived to the cloud, even if they are deleted from your own servers, giving organizations assurance of continuity. ArcTitan is a cloud-based email archiving tool for Office 365.
What makes hosted email archiving for Office 365 different from traditional email storage or backups?
Traditional email storage and backup solutions are designed to rapidly restore data after a disaster, such as a ransomware attack. Hosted email archiving for Office 365 is used to store an exact copy of all email communications, including attachments and calendars. This archive helps companies to comply with regulations, including HIPAA, GDPR, and FINRA. The archive is secure and used to enforce retention policies.
What are the compliance or security benefits of using hosted email archiving for Office 365?
Hosted email archiving for Office 365 provides many security and compliance benefits. Hosted email archiving for Office 365 provides multiple layers of security for the archive, including end-to-end encryption, AI-powered antimalware, and robust access controls. In terms of compliance with data protection and financial sector regulations, hosted email archiving for Office 365 solutions ensures that regulations such as email retention laws and the GDPR’s right to be forgotten are enforceable.
Does hosted email archiving for Office 365 integrate easily with Office 365, Google Workspace, or other email platforms?
Yes, hosted email archiving for Office 365 solutions integrates deeply into Office 365, Google Workspace, and other email platforms. This integration ensures that archiving is automated, removing the chance of human error.
What is the Best Office 365 Archiving Solution?
Finding the best Office 365 archiving solution requires knowledge of what capabilities to look for in a product:
What makes the best Office 365 archiving solution different from traditional email storage or backups?
Office 365 archiving enables organizations to maintain an exact copy of all their email communications, including attachments and calendars. This archive is a record that can be used in response to litigation. The archive is also a requirement for several regulations, including HIPAA, GDPR, and FINRA. The archive is secure and used to enforce retention policies in line with regulations. Traditional email storage and backup are used in disaster scenarios to quickly restore data, for example, after a ransomware attack.
How easy is it to migrate to the best Office 365 archiving solution from another archiving system?
Migration from a traditional email archive to the best Office 365 archiving solution should be approached as a process. The time and complexity of a migration depend on the size of the firm and the reason for the transition. For example, an M&A would require the merger of two or more companies and the move of all employees' inboxes. By utilizing the best Office 365 archiving solution that supports all file formats, the process can be simplified and expedited.
What are the long-term cost savings of switching to the best Office 365 archiving solution?
By switching to the best Office 365 archiving solution, an organization can make significant long-term cost savings. The best Office 365 archiving solution is a cloud-based service that reduces costs related to email storage and the overhead of deploying, running, and maintaining an email archive.
Did You Know?
search limits with ArcTitan
saving on email storage space
item export limit
emails sent and received daily by 2026
Why do Office 365 Customers Need 3rd Party Email Archiving?
Email archiving has become an essential function within modern organisations; it’s not enough to simply store your messages; they need to be easily searched and retrieved for compliance.
Office 365 can search through approximately 50 different attachment file types (mostly Microsoft files), but there are hundreds of other potential files that Office 365 can’t interrogate. Office 365 permits only 50GB of email storage capacity (including your archive), meaning you can quickly run out of space.
Unfortunately, these inadequate features can expose businesses to litigation risk. If you can’t properly retain and search your emails, then you’re in danger of non-compliance with government regulations, which can result in substantial fines or even imprisonment.
Organisations require a better email archive solution – one that enables them to archive emails in a fully compliant and secure manner.
What is third-party email archiving, and how can it benefit businesses looking for an alternative solution?
Third-party email archiving is a specialized email archiving solution that addresses the security and compliance needs of an enterprise. The third-party vendors or MSPs involved in delivering email archiving are skilled in creating archiving solutions designed to handle the growing needs of a business archive. Third-party email archiving offers robust security, including encryption, data integrity, and access controls, while also helping to meet data protection regulations and email retention requirements, such as those outlined by FINRA. Third-party email archiving tools are designed to deliver high performance, rapid eDiscovery, and comprehensive reporting.
Which types of businesses benefit most from third-party email archiving?
Any business that must adhere to regulations covering data protection and email retention requirements benefits from using a third-party email archiving solution. Smaller businesses (SMBs) can benefit by using an MSP to deliver a third-party email archiving solution using a subscription model. The MSP will configure, deploy, manage, and maintain the company's email archive.
What are the long-term cost savings of switching to third-party email archiving?
A third-party email archiving solution is cloud-hosted and usually delivered by a vendor or MSP. This delivery model offers significant long-term savings. Using a cloud-based model reduces the costs of email storage, and the third party handles the overhead of deploying, running, and maintaining an email archive.
Advantages of Using O365 Email archiving solutions
Cloud-based email archiving is quickly becoming a standard software for businesses using Office 365 as their email service provider. By implementing an email security solution, businesses gain additional features not available in Office 365. Features include:
Instant access & retrieval of files – it goes without saying that accessing emails in Outlook is a time-consuming and frustrating process. Email archiving for Office 365 solutions allows you to gain access to archived files instantly. Accessing and retrieving archived emails within seconds, therefore, helps with employee productivity.
Compliance - ArcTitan provides cloud-based archiving and retrieval of emails, compliant with Sarbanes–Oxley, HIPAA, and other regulations for eDiscovery, retention, and audit. Archived emails include an audit trail, documenting any modifications to messages, ensuring compliance with regulations.
eDiscovery for Data Management - an eDiscovery request can be instantly produced with an email archiving solution. If an organization is unable to produce emails/records that they are required to by law or rule, it leads to fines and perhaps even criminal charges. Archiving emails doesn’t just assist a business in avoiding fines; it can also provide a wealth of material for a business’s legal team in an easy-to-access format.
Retention Policies - Email retention software sends emails, email attachments, contacts, tasks, calendars, and other email data to an archive, which is different from an email backup. With a solution like ArcTitan, admin users can set up automatic retention policies and rules.
Storage – an email archiving solution provides organisations with unlimited storage.
"It's painless to use ArcTitan to store emails".
Office 365 Compliance Archiving
One of the key reasons to use an Office 365 archiving solution, such as ArcTitan, is to comply with a variety of regulations.
What makes Office 365 compliance archiving different from traditional email storage or backups?
Office 365 compliance archiving is designed to provide the capabilities needed to adhere to regulations such as HIPAA, GDPR, and FINRA. The archive is secure and used to enforce retention policies in line with regulations. Search is fast, accurate, and retrieval is swift. Traditional email storage and backup are used in disaster scenarios to restore data quickly after, for example, a ransomware attack.
What are the compliance or security benefits of using Office 365 compliance archiving?
Office 365 compliance archiving employs multiple layers of security measures, including end-to-end encryption and the prevention of unauthorized access to archived emails and attachments, by enforcing the principle of least privilege access. Regulatory requirements, such as FINRA’s email retention rule, are covered by email retention policies. Accurate and fast search and retrieval is another essential part of adhering to regulations, which is provided by Office 365 compliance archiving.
How scalable is Office 365 compliance archiving for growing businesses or enterprises?
Office 365 compliance archiving is highly scalable, allowing the archive to grow with the business. Unlike built-in Office 365 archiving, third-party Office 365 compliance archiving does not apply email storage and search limits. Emails are archived in real time and automatically sent to the archive.
Office 365 Email Retention
Regulations, including FINRA and SEC, set email retention periods that must be upheld for compliance.
What makes Office 365 email retention different from traditional email storage or backups?
Office 365 email retention is required for regulations such as FINRA and SEC 17a-4. Office 365 email retention creates a secure and accurate copy of all of an enterprise’s email communications and associated attachments. Retention of these communications varies with the regulations; for example, FINRA stipulates that emails are typically retained for a minimum of six years. Traditional email storage and backup are used for the short- to medium-term storage of emails. Traditional email storage and backup are typically used in disaster scenarios to quickly restore data, such as after a ransomware attack.
What are the compliance or security benefits of using Office 365 email retention?
Retention of emails must be secure, and their integrity must be assured. Retention policies must be adaptable to reflect the requirements of the regulation. An Office 365 email retention solution must enable administrators to modify and enforce retention policies in response to changing regulations. In terms of data protection laws and regulations, an Office 365 email retention solution must provide multiple layers of security to protect email-based data during storage and when transferred in and out of the archive. This must include end-to-end encryption, robust access controls, and AI-powered antimalware.
Does Office 365 email retention integrate easily with Office 365, Google Workspace, or other email platforms?
Yes, Office 365 email archiving solutions integrate with various email platforms, including Google Workspace and Office 365, among others. Integration facilitates automated email archiving, eliminating the risk of human error. Automation ensures that enterprises remain compliant with regulations, such as those from FINRA.
Office 365 Unlimited Archive
Many Office 365 archiving solutions, including the built-in Microsoft archive, place limitations on storage, and some charge extra if you require additional storage as your company grows. ArcTitan provides unlimited Office 365 archiving.
What makes Office 365 unlimited archive different from traditional email storage or backups?
An Office 365 unlimited archive creates a secure and accurate copy of all of an enterprise’s email communications. The archive storage is unlimited, unlike the built-in storage offerings of Microsoft Exchange and some other vendor archive solutions. Unlimited storage ensures that the email communications are always accurate and complete. Unlimited storage saves on costs. Unlimited search is another capability that helps save costs and time when using email archiving. Office 365 unlimited archive is designed to ensure that an enterprise meets regulatory compliance and has access to a complete record of communication for litigation. Traditional email storage and backup are used for the short- to medium-term storage of emails. Traditional email storage and backup are typically used in disaster scenarios to quickly restore data, such as after a ransomware attack.
What are the compliance or security benefits of using Office 365 unlimited archive?
An Office 365 unlimited archive offers security and compliance capabilities. Security is provided as multiple layers of security measures, including end-to-end encryption, AI-powered antimalware, and robust authentication and access control. Regulations that stipulate the retention of emails and attachments for a long period are covered by an Office 365 unlimited archive. Unlimited search capability facilitates adherence to regulatory compliance.
How scalable is Office 365 unlimited archive for growing businesses or enterprises?
Office 365 unlimited archive is highly scalable, allowing the archive to grow with the business. Unlike built-in Office 365 archiving, Office 365 unlimited archive does not apply email storage and search limits. Emails are archived in real time and automatically sent to the archive.
Benefits of Using ArcTitan to Support Office 365 Email Archiving
1. Cost-Effective and Simple to Use
ArcTitan has been built with the flexibility and control needed by modern enterprises in our constantly evolving business environment. The intuitive interface is simple to use and easy to administer, minimising the burden on your IT department. ArcTitan eliminates the costs typically associated with hardware deployment, management, and maintenance.
2. Enterprise-Grade Resilience and Scalability
ArcTitan scales to over 60,000 users, and in the event that a disaster brings down your local servers, rest assured, you have a secure off-site backup of all your critical Office 365 data.
ArcTitan Cloud’s storage capacity expands seamlessly as your business grows, so you’ll never run out of storage space, your transfer speeds will never decrease, and you’ll never need to add more capacity.
3. World-Class Security
Email is stored using AES 128 encryption, and can be transmitted from your business to the cloud using TLS encryption. Data is stored, transferred, and retrieved using Open Standards. Passwords are hashed and encrypted, and access is controlled via certificate and delegated management. ArcTitan also supports antivirus scanning of your archived Office 365 data.
Use the Best Office 365 Email Archiving
ArcTitan’s functionality beats Microsoft’s standard Office 365 archiving tool across the board. Storage is unlimited, out-of-the-box, with no additional costs if you need more storage. ArcTitan supports comprehensive policy-based archiving, which includes message and attachment de-duplication for faster search and retrieval. It is also possible to customize retention periods and policies based on user, email content, or attachments, and ArcTitan can archive up to 200 emails per second.
ArcTitan makes it easy to search, discover, and retrieve your Office 365 emails and files in seconds, including compressed files. All common file attachments are supported, including Microsoft Office documents, PDF files, ZIP, TAR, GZ, and RTF files. Search results are returned within milliseconds, and ArcTitan can search through up to 30 million emails in less than a second.
ArcTitan will enable you to streamline your Office 365 experience, empowering all users with simpler, faster access to email, and future-proofing your move to the cloud. If your organization relies on Office 365, a reliable, secure, and feature-rich email archiving solution for Office 365, such as ArcTitan, is essential. ArcTitan ensures your critical business communications are properly archived and fully compliant with retention and audit legislation, filling the gap left by Microsoft’s standard archiving tool.
To find out how ArcTitan Office 365 email archiving can benefit your organization, get in touch with TitanHQ today.
Jennifer Marsh
- DATA PROTECTION
- EMAIL ARCHIVING
- COMPLIANCE
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Frequently Asked Questions (FAQs)
Office 365 archiving is a cloud-based service that stores email communications in the cloud provider’s data center. Cloud-based Office 365 archiving automatically scales with a business, providing unlimited storage and search capabilities. An on-premises solution hosts the email archive in-house within the enterprise's facilities. Cloud-based Office 365 archiving is usually delivered as a hosted service and paid for using a subscription model. The host, often a managed service provider (MSP), will deploy, manage, and maintain the Office 365 archive software. An on-premises Office 365 archive will be hosted, managed, and maintained by the company’s in-house IT team.
Migration depends on several factors, including the size of the firm and the reason for the transition. However, migrating to a hosted Office 365 service may be faster, cheaper, and more streamlined. The reasons for this are that cloud-based Office 365 archive systems are scalable, and the storage support is elastic. This makes the transition easier. An on-premises Office 365 archiving transition would typically require specialist skills to ensure a smooth move. Additionally, predicting the storage needs with on-premises Office 365 archiving can cause transition issues.
Cloud-based Office 365 archiving provides long-term cost savings through reduced costs associated with email storage. Office 365 archiving services are usually delivered by an MSP or third-party vendor. These SaaS archives are delivered using a “pay-as-you-go” subscription to spread the cost of the archive. On-premises archiving requires specialist trained staff to configure, deploy, update, and manage the archiving software. These skills are in high demand and can be in short supply.
A Microsoft Exchange archive solution is designed to work seamlessly with Microsoft Exchange without the limitations of the built-in Microsoft archiving offering. Limitations of Microsoft Exchange's built-in archiving include search limitations, storage limitations, and slow search performance. A solution designed for Microsoft Exchange archiving eliminates these limitations, ensuring that businesses meet compliance requirements.
Migration from another email archive to a Microsoft Exchange archive solution is a process that is scenario-dependent. Migration depends on the size of the firm and the reason for the transition. A Microsoft Exchange archive solution that supports all types of file formats makes the process simpler and faster.
A Microsoft Exchange archive solution is a cloud-based service. Scalability is, therefore, an integral part of the solution, enabling the archive to expand in line with the business's growth. Additionally, a Microsoft Exchange archive solution has no limits on email storage. Emails are archived in real time and automatically sent to the archive.