Email Archiving is one of 30+ essential business applications that are integrated into 3 Run Single Media’s suite of cloud business applications.
With a single control panel, your cloud is easier to use and more efficient to manage. Plus there’s just one bill, one password and one support team.
Helps fulfill requirements of HIPAA, FRCP, SOX, FINRA, GLB, NYSE, NASD, SEC and other regulations.
You can add Email Archiving’s protection and eDiscovery benefits to email hosted by Office 365 (or nearly any other provider).
Capture every email as it’s sent or received, ensuring a 100% accurate repository with no data loss.
Microsoft Certified technicians • 24/7 phone and chat
Cut the risks and costs of complying with discovery requests.
99.999% uptime means less than 30 seconds of monthly unplanned downtime.
3 Run Single Media’s Email Archiving tool helps provide preservation, protection and recovery features that meet or exceed the standards necessary to facilitate regulatory compliance—while speeding eDiscovery and helping to safeguard your valuable intellectual property.
According to 2015 Insider Risk Report, 57% of survey respondents have deleted email from their business accounts. What if that email contained important company data or attachments with confidential information? Contact us to learn how to combat this and other risky employee security practices.
Safeguard intellectual property
Background: Gartner estimates that about 45% of an organization’s emails provide some business value because they are related to a project, an initiative or are considered an official record.1 It’s critical to protect this valuable asset—not just to preserve institutional knowledge against employee turnover, but to assure that emails cannot be accidentally (or deliberately) deleted by your employees. What’s more, Osterman Research estimates that email storage needs are growing at 31% annually2. If your email is hosted on-premise, the costs of storing your intellectual property will rise astronomically over the life of your business.
How Email Archiving helps: 3 Run Single Media’s Email Archiving ensures that the value of your company’s intellectual property is maintained in perpetuity. By capturing every email as it’s sent or received, it ensures a 100% accurate repository, even if an employee deletes an individual email or an entire PST file. It also gives employees the power to recover emails that they may have accidentally lost.
1 Gartner, Best Practices for Using Email Archiving to Eliminate PST and Mailbox Quota Headaches, September 2012
2 Osterman Research, Content Archiving Market Trends, 2011-2014
Background: If your business is implicated in a lawsuit or other legal action, a court may order discovery of your email records and relevant information. Without an easily searchable archive, you may be forced to dedicate considerable time and resources to comply with a Discovery order. And because many statutes require data to be stored for 2 to 7 years, a court will show little flexibility if your data is unavailable or inaccessible. Failure to comply could result in steep fines and negatively impact your business.
How Email Archiving helps: Osterman Research estimates that 35% of the total cost of litigation is represented by eDiscovery.3 But with Intermedia’s Email Archiving, you can cut your risk and cut the costs of complying with discovery requests. Not only are your emails preserved and protected for the lifetime of your business, but it’s simple to recover and produce emails to comply with legal requests or audits.
3 Osterman Research, The Growing Importance of E-Discovery on Your Business
Facilitate regulatory compliance
Background: While every industry offers unique regulatory challenges, many industries are required by legislation to comply with long-term data management regulations. Compliance is often determined on three factors: security (data must be safeguarded against all threats to its integrity); permanence (data must be retained in its original state without being altered); and auditability (data must be accessible in a timely manner when required.)
How Email Archiving helps: 3 Run Single Media’s Email Archiving offers security, permanence and auditability that meets stringent compliance guidelines across a variety of industries and government agencies. Our searchable archiving solutions comply with regulations from FRCP, SEC, and GLBA to HIPAA, HITECH, SOX, and more.
Details about specific regulations
The rules for email are clear: FRCP, SOX, HIPAA, FINRA, GLB, NYSE, NASD, and SEC regulations all require nearly every company to maintain a complete and easily accessible archive.
While there are over 1,000 different federal, state and local regulations, an organization is typically required to store their email in tamperproof, redundant and easily accessible archives for 3-7 years. Failure to comply can lead to costly fines and penalties.
Specific compliance requirements
Here are some of the specific regulations that may apply to your business.
3 Run Single Media’s Email Archiving keeps you compliant
Our searchable Email Archiving automatically captures 100% of your inbound and outbound emails for preservation, protection and recovery. It assures compliance with the above regulations. It also eases eDiscovery by making it easy to perform comprehensive search requests for audits, litigation, or internal queries.
Search and restoration features
Easy, flexible searching
Robust recovery options
Storage and capture features
Rely on our infrastructure
Help reduce on-premises storage costs
Control for Email Archiving
Email Archiving leverages the user and device permissions you’ve already configured for your other Office in the Cloud services. Get full administrative control from a simple-to-use interface that’s accessed from 3 Run Single Media’s HostPilot control panel.
Grant different levels of accessibility to the archive
Allow employees to access their personal archives to retrieve emails, attachments or files belonging to them.
You can implement a single, global blanket retention policy based on your regulatory verticals or storage needs.
Admins generally no longer have to address requests from end users who have lost their email.
You can be fully configured, capturing email and performing discovery searches within minutes.
Build reports based on the archive activity by date, user, UI action, mailbox and more to review the activity in your archive.
Admins have the flexibility to deploy archiving to all mailboxes within an organization—or to just specific ones.
In certain circumstances, employees may attempt to erase their personal data. Email Archiving keeps their records immutably stored regardless of attempts to alter or delete it.
If your current email provider enforces a mailbox quota, Email Archiving reduces your storage burden.
Email Archiving offers end-users access to historical mail for day-to-day knowledge management as well as for business continuity.
Employees can access their personal archive through My Services, 3 Run Single Media’s end-user portal, via the web or within Outlook. They can quickly find and retrieve any email, attachment or file belonging to them.
End-users can search their archived email by sender, recipient, attachment type, and many other variables.
If your current provider enforces quotas, end-users are often forced to delete their emails. Email Archiving eliminates this pressure.
Office 365 integration
If you’re using Office 365, you face a number of business and regulatory risks in regards to email protection.
Some Office 365 email archiving plans limit storage and retention for archived email. That means you could reach a point where your emails aren’t being preserved.
Office 365 archiving supports indexing and data extraction for just 50 types of file attachments. This limits your ability to find information during a compliance audit or litigation discovery request.
Unless a legal hold is placed on an email, it can be permanently deleted by a user. Office 365’s archiving service doesn’t fully prevent data loss and exposes your business to additional risk.
If you delete a user’s mailbox, the archive is lost as well. So when an employee leaves your company, Office 365 forces you to make an expensive choice: remove the user and lose the archive, or keep the archive—and keep paying for a user who no longer exists.
Because of these limitations, if you’re using Office 365’s archiving and you operate in a regulated industry, you may not be compliant with HIPAA, FINRA, SOX and other regulations.
Add tamper-proof Email Archiving to Office 365
Email Archiving from 3 Run Single Media integrates with Office 365 to provide unlimited email archiving, with support for over 500 file types.
It facilitates compliance and speeds eDiscovery by featuring WORM-compliant (Write Once Read Many) tamper-proof storage, 100% data capture across all devices, and ultra-fast search capabilities.
Unlike Microsoft Office 365’s archiving service, Email Archiving from 3 Run Single Media helps you avoid litigation costs, manage regulatory compliance, and protect and recover critical business data.
Consider moving to 3 Run Single Media’s Office in the Cloud
When 3 Run Single Media powers your email, Email Archiving adds even greater value to your cloud deployment. Here’s why:
Email Archiving adds a simple per-mailbox monthly fee to your bill.
Your budgeting and auditing processes remain simple and straightforward.
No need to remember more phone numbers, account numbers or passwords.
You never have to worry about incompatibilities.
You can configure HostPilot to automatically provision Email Archiving for every new user.
Unlike other providers, you can assign Email Archiving to specific mailboxes, instead of being forced into a one-size-fits-all solution.