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Businesses today face challenges when it comes to data retention, security, and archiving. Between managing multiple email platforms , ensuring compliance and retention, and archiving data, it is no surprise that companies feel stretched thin.

When data archiving and retention were not mandatory, archiving data was probably not a huge priority. In fact, it was often cast aside for more pressing issues.

Today, however, data retention, security and archiving are mandatory components of a good IT strategy.

Data is more complex than ever before 

Email, social media, instant messaging, audio, video, and other forms of communication have drastically changed in recent years. This increase in unstructured data, also known as data sprawl, is overwhelming for IT teams and difficult to manage.

In order to better manage the increasingly complex data , companies need a secure archive solution. Archive data, such as emails, files, and instant messages, into what is effectively a data warehouse.

On top of that, data retention policies are becoming increasingly strict. Organizations need to ensure that data exists, is secure, and can be retrieved quickly and easily.

Likewise, data must be protected. Information is the lifeblood of a business, and losing data can mean losing customers and revenue.

Finally, archiving data is becoming a critical business function. Companies face legal and regulatory issues, as well as governance and compliance issues.

The cloud is the perfect solution to any of today’s data archiving, retention, and security woes. It allows companies to store data off-site , ensuring data is protected and easily accessible.

On-premise vs cloud archiving 

Through an on-premises data archiving system, all data is collected and stored in an indexed database, where it can be quickly retrieved and searched. This database lives on one of your company’s actual servers.

Traditionally, businesses stored data on-site, where it was relatively easy to access. However, storing data on-site presents some challenges. 

First, storing large amounts of data on-site can be costly. Companies need to keep servers up and running, in addition to purchasing and upgrading storage. 

Second, storing data on-site makes data vulnerable to theft and disasters. 

Finally, storing data on-site makes it difficult to manage. When data is stored on-site, it becomes difficult to manage. IT teams need to manually move data to storage or the cloud, and may not have the capabilities to move it efficiently. 

Fortunately, today, businesses can take advantage of the cloud, which provides the flexibility, scalability, and efficiency needed to manage data. 

Benefits of cloud data archiving

It’s less expensive

Cloud archiving solutions can save a lot of money for a number of reasons. For one, there are no concerns about needing particular hardware or software.

Because of this, you won’t have to worry about paying for data center upkeep or equipment upgrades.

With cloud archiving, you also don’t have to worry about storage costs. Unlike on-premises archiving, no physical storage is necessary. 

Finally, cloud archiving allows companies to pay for only the capacity they need. 

It’s more flexible

Cloud-based systems are very scalable and may be expanded or contracted as needed to accommodate any quantity of virtual data.

The bulk of cloud-based archiving systems provide endless storage, which translates to absolute flexibility for each business’s specific needs, so the cost reductions come without sacrificing functionality.

This eliminates the need to continually upgrade hardware or software in search of a solution that can keep up with the dynamic nature of an organization’s internal workings.

It’s more efficient 

From an efficiency standpoint, cloud archiving systems can drastically reduce the amount of time required for any task that may otherwise be complicated and time-consuming.  

For example, setting up and maintaining an on-premises archiving system requires time, effort, and money. 

A company must buy, install, and maintain the hardware, software, and environment necessary for archiving data. 

With cloud archiving, there is no need to purchase, install, or maintain any hardware, software, or environment.  

All a company needs to use the archiving system is a computer and an Internet connection. 

It’s more secure 

Security is paramount when it comes to managing an organization’s data. 

Cloud archiving offers a number of benefits. First, the system’s off-site location prevents unauthorized access and data theft.  

Second, cloud archiving provides backup for data. Should anything happen to an organization’s on-site servers, their data will still be safe and accessible. 

Finally, cloud archiving service providers monitor their systems 24 hours a day, seven days a week. Cloud providers must make data protection their top priority, so you can rest assured that your data is safe in the cloud

It makes the eDiscovery process easier

Managed services, like email archiving in the cloud, are increasingly useful for eDiscovery. Cloud-based archiving means that worries over data placement and preservation are substantially alleviated.

Cloud-based email archiving systems often have integrated search and organizing features that make it much easier to locate relevant material during eDiscovery, in addition to providing more reliable backups of information.


Businesses today face many challenges when it comes to managing data — from data archiving and retention to security and eDiscovery.  

Cloud archiving solutions offer an effective way to address these challenges. They provide the flexibility, scalability, and efficiency that small businesses need to manage their data.

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