Not since the debate over who came first, the chicken or the egg, has a topic so thoroughly bewildered and confused the masses as the topic of email backup versus email archiving. Dropsuite decided to wade into the muddy water to shed some light onto this important and timely topic.

Essentially, email backup is designed as a short-term insurance policy to facilitate the quick recovery of email files that may not be readily available due to an unexpected data loss. Data loss can include; accidental deletion of critical email files, a ransomware attack or losing access to emails due to accident, theft, or sabotage. With email backup, users can typically select a date in time and restore a copy of any email or a group of emails from a prior date in time.

The modern way email backup is performed is in the cloud. The cloud is generally faster, cheaper and scalable to meet the changing needs of businesses. Other email backup methods include on premise software backup or external stage devices.

An email archive is designed to provide ongoing, rapid access to decades of business information (email files, attachments, calendars and tasks). For many companies in regulated industries such as financial services, healthcare or legal services, email archiving is required by law because it provides specialized tools for making email records tamper-proof, searchable and retrievable in the event of an audit, HR inquiry or lawsuit.

There are many more features included in email archiving than in email backup, such as: Envelope journaling, advanced search, legal hold, eDiscovery, audit trail, customizable retention periods, and unlimited retention.

Here’s another way to look at it, email archiving is an act of legal preservation, making searchable all email to/from an individual. So if your company is ever audited or sued, archiving can help shine a “forensics light” on all content, as well as point of entries and exits.

While email compliance is burdensome, non-compliance can be catastrophic, especially for a smaller company that lacks the resources to endure lengthy audits and pay hefty fines. Many SMBs may not be fully aware of all the regulations affecting them, so may be at risk of violation.

Interested in learning more about the difference between email backup and archiving — and how to protect your business? Download Dropsuite’s free white paper,

Dropsuite offers email backup plus a professional-grade email archiving tool at a low price per seat — making it affordable for most small to medium size businesses. Dropsuite is one of the few software companies in the world to offer both email backup and archiving within a single pane of glass — making it easier to administer and manage an entire organization’s email history.

In the same way you insure your home or automobile against unexpected losses, smart businesses regularly backup and archive their email information to protect their livelihood and stay one step ahead of the bad guys.

Make no mistake — cyber criminals, rogue employees and accidental deletion can inflict harm on your business emails at any time. It’s no longer a matter of if you will lose an email or attachment — it’s only a matter of when.

Email is a critical business communication tool. Essential company information, intellectual property, and documents are easily forwarded with one mouse click. Data such as personally identifiable customer information, banking & investment details, health stats, and technology schematics are susceptible to breaches or loss. Corporate email data is not something business leaders want falling into the wrong hands.

Safeguard your company’s most critical intelligence — consider Dropsuite Email Backup and Archiving today.

Author: Dropsuite
Dropsuite is a Cloud based software platform that enables SMEs to easily backup, recover and protect their digital assets.
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