Why should you use an email archiving solution?

There are many reasons, legal and practical, why your company should use archiving solutions to keep email records safe and accessible. Email archiving is the process of storing emails outside the live inbox in a different location (server). When your company’s emails are stored off-site, you can still search through them and access them any time you want. The main benefit is that you will free up the storage space on your hosted server and won’t have them clutter your inbox.

Apart from the email archiving solutions, you can also use email clients to store your more important emails in priority folders on your hard drive. Because they are not cloud-based, but rather hard disk-based, every email you receive is stored on the drive of the device you’re using, and this feature can be extremely beneficial if you want to keep a copy in the inbox. When it comes to email clients, Mailbird, Outlook, Airmail and Mozilla Thunderbird are the best options available on the market today.

However, let’s get back to the reasons why your business needs an email archiving solution.


The primary question is the one about storage and the best way to manage it. Keeping too much email data on a live server can put a damper on your speed and reduce the performance because it takes up space. Since emails contain essential information, especially for a business, it’s not wise to just delete messages from your inbox. The best solution to this problem is to archive the emails in a different location to free up storage space on the server.

This is where email archiving solutions come in. When you decide to archive your emails, they are moved to a secure location on an off-site server, and you can access them in the cloud. Some archiving solutions use advanced techniques of compression and/or deduplication in order to reduce the disk space in the archive.


Another issue you need to take into consideration is the security of your email data. Even when your emails are archived, they should be utterly protected because of the vital information they may contain. The security measures, the guaranteed uptime and the recovery options are usually listed in separate provisions in the service level agreement. Before you make a decision about which archiving email solution is best suited for your business, we recommend you read the service agreement in detail.


Backup solutions and archiving solutions go hand in hand when it comes to restoration. The more backup measures you have in place, the easier it will be for you to restore a particular email. Email archiving can speed up the restoration process for you because it will free up space on the server.

Legal compliance

Email archiving is required by law for business. Almost all of the Western countries have put regulations in place that require companies to keep electronic records of their B2B communication, and that includes emails. In a civil or a criminal procedure, you must provide all your relevant correspondence as evidence in the case, and “losing an email” is not a viable excuse. Depending on the size of the business, the nature of the industry or the shareholder’s structure, there are also additional regulations about keeping records of electronic correspondence.  


Automatic email archiving will make email management so much easier for your employees because they will not waste time on rearranging emails or manually deleting them from the inbox. Instead, they can focus on the task at hand, and if they need particular information, which is stored in an archived email, they can simply search the cloud.

In-house or hosted

Email archiving means that you’ll have to store all company’s emails (from every employee on the team) somewhere. Since we talked about storage above, now we are going to focus on in-house or hosted storage solutions and the differences between them.

In-house storage is when you set up a private server where emails will be stored on-site. If you want more control and flexibility over your emails, then this would be the greatest solution for your business. Since you are the one controlling the platform, you can file information as you wish. Of course, this comes at a cost, and having in-house storage can get expensive because you will have to instal the servers in your company, maintain and manage them.

Hosted email archiving is your other more affordable option. You choose a third-party provider, which stores the emails for you on their server. Your team can access them from the cloud at any time. However, this way you lose flexibility and control because the provider dictates the rules. Because every business has a different budget and an email management policy, you, as the business owner, can outweigh the costs and the benefits of maintaining an on-site server.