Advanced Cloud Email Archiving Solutions

Email archiving software technology continues to be a requirement for all businesses operating in regulated sectors, including healthcare, government, finance, and defense. This functionality is also required for any organization mandated to protect and retain emails for legal hold to prevent sensitive messages from becoming lost.

Enabling email archiving should be a simple process for all users, including not a complex capability filled with confusing steps, additional logins to access the mailbox or archive, or challenges to access to export.

Request a Demo Today

What Compliance Mandates Require Email Archiving?

A series of federal government laws mandated all regulated and organizations subject to legal hold to enable a data archiving solution to assist businesses in protecting and securing electronic records. Businesses must store emails that meet legal and regulatory requirements for long-term access. Migration of emails, including write-once-read-many (WORM) devices is also a requirement.

These laws also mandate all archiving solutions need to have a secure data storage, searchable access and indexing, and on-demand retrieval of the original message. Email archiving is not just a convenience; it is a legal necessity.

Note: Email archive platforms embedded within email security with a centralized management platform is optimal for any organization.

Note: Several laws and compliance mandates require email archiving for electronic content retention. Industries specific to finance, government, healthcare and defense need to make enabling email archiving a high priority. These laws include:

Workplace Fairness

Organizations must establish an email retention policy outlining the duration employee emails can store in an archive before deletion. This policy is essential for complying with legal requirements for employment disputes, discrimination claims, and harassment investigations, which often require 1 to 7 years of retention.

IRS regulations

Under IRS regulations, every business is required to keep emails for a minimum of seven years inside of a secure archive platform. Companies governed by IRS guidelines must ensure their emails remain accessible for at least this duration within the archive depository.

Freedom of Information Act (FOIA)

FOIA regulations mandate federal agencies retain email communications deemed agency records for at least three years inside of a secure archiving platform. Organizations also could leverage email backup solutions to help with non-legal hold email storage. This additional solution works well for emails not under legal hold.

Gramm-Leach-Bliley Act (GLBA)

GLBA mandates the deployment of an email archiving solution with the secure access control and email retention settings for six years.

The Sarbanes-Oxley Act (SOX)

The Sarbanes-Oxley Act (SOX) mandates that publicly traded U.S. companies keep all business-related electronic records, including emails, for at least five years inside of an archive or secure backup. The organization needs to ensure their accuracy and unalterability of the original message for compliance and legal reasons.

The Federal Rules of Civil Procedure (FRCP)

The Federal Rules of Civil Procedure (FRCP) require organizations to keep electronically stored information (ESI) relevant to potential litigation, including emails inside of an secure archiving depository. Companies must implement an email retention policy, with retention periods varying from months to years based on the case.

FINRA

SEC regulations stipulate that several business-related categories of records must be kept for a minimum duration inside of a secure depository and archive. The SEC typically sets this retention period at six years.

HIPAA

The Health Insurance Portability and Accountability Act (HIPAA) requires healthcare organizations to preserve emails for minors until their 18th birthday and adult health information (PHI) for at least six years.

Key Features of Cloud Email Archiving

Meeting compliance regulations with email archiving requires the solution to have several capabilities embedded within the solution. These solutions must be easy to use, centrally managed, and non-intrusive to the user community along with meeting several business requirements.

Powerful Search Engine

Access to a powerful search engine is essential for all users to find past emails. Businesses on legal hold also need robust search functionality to help sort through millions of messages archived within a secure depository.

Retention Management System

Organizations leverage a retention policy to lower their legal risk. Outside of compliance retention mandates, organizations create a retention policy to ensure all email messages are associated with some retention date with them. Retention policies help organizations delete messages after a certain period, which also helps reduce cloud storage costs. Users also have the option to set their own retention periods if needed.

Data Redundancy Solutions

Cloud-based email archiving solutions leverage data redundancy for their users. Cloud-based email archiving solutions establish another cloud archive instance to ensure accessibility of all archived messages even if one depository becomes unavailable.

Innovative Solutions and Trends in Email Archiving

Like other email security tools based in the cloud, email archives use AI and ML to help with data retention, search, and eDiscovery. Users have access to robust search capabilities within their Microsoft Outlook or Google Workspaces Trustifi plugin.

Machine Learning and AI Integration Solutions

Email archiving leveraging AI and ML is critical to helping predict which messages within the depository are more likely to need to be placed on indefinite hold or moved to a faster storage array device based on several accesses or importance.

Request Pricing Today

eDiscovery Solutions

eDiscovery is at the core of email archiving. eDiscovery is the process that outlines how long messages need to be kept, the need for robust searches, and the governance behind placing content on legal hold. Court-ordered eDiscovery also focuses on the policies and procedures organizations implement to meet legal hold, data export, and retention mandates while avoiding human error.

Request Pricing Today

Restore Deleted Emails Leveraging a Centralized Management Console and Plugin

Email deletion happens in every company. Email archiving regulations exist to help organizations realize the legal and financial implications if an email becomes deleted, especially from cloud depositories before email retention periods expiring. One of the core benefits of email archiving solutions in the cloud is the ability for the system administrator or user to search their archive and retrieve messages that become accidentally deleted faster. Restoring emails can be inside of Microsoft Outlook or Google Workspaces.

Request Pricing Today

Easy Installation and Management Operations

Enabling an email archiving service with proper security measures, industry-specific regulations, and audit trails is simple. Trustifi pride itself on developing a cloud-based archiving solutions that makes enabling their capabilities easy.

Request Pricing Today

Consistent UI

Trustifi's robust search feature, eDiscovery tools, and email compliance reporting continue to be easy to use because of its investment in developing an UI interface designed to make the entire archiving experience consistent. Advanced search capabilities, including emails inside of cloud depositories, establishing a searchable format as an easy-to-follow lead retention strategy, all leverage the same UI experience within the Trustifi platform.

Request Pricing Today

Data Export From On-premises and Cloud Depositories

The ability to export the original email stored within the email archiving platform to meet compliance rules and privacy rights and avoid expensive legal repercussions is at the heart of the Trustifi cloud-based solutions to meet electronic data retention requirements.

Trustifi's ability to extend and protect the ability for outside counsel to access and export the original messages is done with their support for role-based access control (RBAC), support email encryption and their record-storing process.

Trustifi also offered a backup service for all non-legal hold emails at no extra cost.

Request Pricing Today

Why Customers Love It

Effortless Compliance: Automatically meet HIPAA, GDPR, and FINRA requirements without manual filing or complex configurations.
One-Click Search: Find any email or attachment in seconds with our intuitive, lightning-fast search interface.
Zero Maintenance: As a cloud-native solution, there’s no hardware to manage or software to patch, giving you total peace of mind.
Trusted by Experts: With top-tier customer reviews, businesses trust us to protect their most sensitive historical data.

Great for...

Small and Mid-Size Enterprises (SMEs): Get enterprise-grade protection and archiving without the need for a massive IT department.
Managed Service Providers (MSPs): Provide your clients with a reliable, easy-to-manage archiving solution that integrates seamlessly into their existing workflow.
Regulated Industries: Perfect for healthcare, legal, and financial firms that require strict data retention and instant audit readiness.

Frequently Asked Questions

How long can I retain my email data?

You have total control. You can set custom retention periods to match your specific industry regulations, from a few years to indefinite storage.

Is the archiving process automatic?

Yes. Once configured, Trustifi automatically captures and indexes all inbound and outbound communications in real-time with zero user intervention required.

Why Trustifi?

Email archiving fully embedded within a cloud-based email security solution to meet organizations meet email retention requirements, avoid potential fines, and follow stringent requirements from the various legal and compliance mandates. Trustifi provides reporting for compliance and analytic data reports for better insights.

Trustifi also delivered top world-class 24x7 service and support at an affordable price. More important, Trustifi’s email security and archive platform integrated with Microsoft M365 and Google Workspaces.

Keep Emails to Meet Compliance Mandates

Need to keep emails to meet compliance mandates or legal hold within a secure archiving service solution?

Click here to see Trustifi's comprehensive email archiving solution in action today!

Schedule a Demo