WHITE PAPER Archiving with Hosted Mail Services

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1 Next Generation Archiving Appliances WHITE PAPER Archiving with Hosted Mail Services 8 Wellington Street East, Mezzanine Level, Toronto, Ontario, CANADA, M5E 1C5 Tel: JATHEON ( ) Fax: info@jatheon.com

2 2 Archiving with Hosted Mail Services Many businesses seek out hosted providers as an alternative to setting up their own servers. This has many benefits such as great storage capabilities with minimal infrastructure but having your data off-site and out of your reach also comes with some drawbacks. What many businesses may not be aware of are their on-site archiving systems that are compatible with hosted services. archive has many benefits to offer your business, and can also compliment the benefits of hosted solutions very well. Combined, the two can offer a low-cost, low-maintenance, highly efficient solution. Benefits of Hosted Mail Services Storage Low Cost Convenient Hosted services relieve a lot of pressure on businesses. Firstly they are comparatively low cost eliminating the upfront costs of hardware and software installation. Businesses don t incur the cost of the running or maintaining the hardware involved in running their , either they don t have to worry about updating it and all in all it s a very straightforward option. Anti-virus and anti-spam filters are already in place with your provider and they are kept updated. Storage is less of an issue with hosted mail solutions. Each user gets their own inbox with large storage capabilities and your business doesn t have to worry about purchasing more storage when a new employee comes on board. The average server is replaced every 3-5 years, but with hosted services this is none of your business s concern. They also require little technical input from the business involved. You don t have to have exceptional technical knowledge to set it up or navigate the interface in many cases, like if you were to use Google or Microsoft Outlook, it would be already very familiar to users.

3 3 Also as it is hosted off-site, if anything were to happen to your premises, you can move on and pick up from any location with internet access making the time it takes to get back to operations after an interruption much quicker. Possible flaws Administration Retention Searches The issues with hosted services are not so apparent. Many providers are very secure and reliable, but nonetheless you are placing your company data in their hands. While having your data hosted on your service provider s hardware is a benefit, there is the risk of loosing your data if something were to happen on their end. Also, as your backups will be on your service provider s hardware, and you may have superficial access, you would not have administrative control. With no full control over your data, you may experience some issues when it comes to data compliance. Similarly while performing a search within your s seems relatively simple, carrying out an ediscovery request may prove to be more difficult. Searches within a hosted mail server can be very broad, providing a very wide range of results with little or no way to narrow them down. Archiving Compatible Compliant Secure Fortunately, there are on-sire archive solutions available that are fully compatible with hosted services. It provides added security and greater ownership of your data. All communication on your network can be stored and archived, eliminating the need for any manual backups of your own s.

4 4 This option is also low cost with minimal maintenance but provides the added security of an archive that you can control and access at any time. You can also be reassured that your data is secure as it is stored encrypted and cannot be tampered with or deleted which is crucial for data compliance. An archive allows ensures you have full ediscovery capabilities. You can filter your searches with keywords and retrieve your results quickly and efficiently without the need for restoring backups or lengthily request procedures with your provider. Combined Benefits Value Efficiency Low Maintenance With both of these products combined, your hosted solution and archiving service can deliver you a low-cost, highly efficient solution that is reliable and fully compliant. There is minimal infrastructure required on your end, with your services hosted by your provider and your archive stored on one piece of hardware you benefit from low operating costs. Both systems run efficiently separately, as a result of the support and continuous upgrades from your providers, and together you have an efficient, up-to-date system. Your archive consistently stores and archives all your s, while your s are routinely scanned for viruses and spam.

5 5 Conclusion Together the two solutions can work in harmony. As we have seen both systems, independently, are very low maintenance, with technical complexities taken care of by your respective providers. Together, this combination of hosted services and archiving are a relatively fuss-free solution to your business s requirements. Jatheon provide fully compliant, reliable archiving solutions for business of any size. Fully compatible with hosted services, you can tailor your own solution and have your own secure on-site archive with advances ediscovery capabilities. Jatheon have an extensive knowledge base in the industry and are committed to providing straightforward and highly efficient solutions, such as turn-key migration to help you get your archive up and running as quickly as possible. Our PnC range of compliance is compatible with all major hosted services. On the following page we have included a copy of our specification sheet (PnC 2000) for you to ensure it meets your requirements.

6 Spreadsheet SpecSheet_PnC2000.pdf WHITE PAPER of 1 12/04/2013 4:39 AM

7 Next Generation Archiving Appliances Jatheon Technologies 8 Wellington Street East, Mezzanine Level, Toronto, Ontario, CANADA, M5E 1C5 Phone: Fax: About Jatheon Technologies Honored with Deloitte s Top 10 Companies-to-Watch Award, Jatheon Technologies is the designer, developer and marketer of Plug n Comply, a family of network appliances that simplify archiving, indexing, retrieval and dynamic monitoring of corporate and messaging data. Jatheon s Plug n Comply family provides in-house, integrated archiving appliances for organizations of all sizes. The appliances are simple, secure and scalable, adapting as a company grows, and offering absolute control of confidential messaging data, including and instant messages. The Jatheon family of appliances enables organizations to meet and exceed the highest standards of regulatory compliance and corporate governance. Founded in 2004 and headquartered in Toronto, Canada, Jatheon serves North America and Europe through its network of global business partners. For more information, please visit. Plug n Comply is a trademark of Jatheon Technologies, Inc. All other names, brands, or products may be trademarks or registered trademarks of their respective owners.