Inbox Heroes: 26 Best Email Archiving Software of 2024

12 Best Email Archiving Software Shortlist

After evaluating myriad tools, I've handpicked 12 email archiving solutions tailored to address your specific needs.

1. Cryoserver - Best for robust forensic search capabilities
2. Archive360 - Best for open archiving flexibility
3. Smarsh - Best for compliance-driven industries
4. Dropsuite - Best for cloud backup integration
5. N‑able Mail Assure - Best for MSPs and IT service providers
6. Vaultastic - Best for diverse data source archiving
7. Jatheon Archiving Suite - Best for on-premises hardware options
8. TitanHQ - Best for cybersecurity focus
9. Barracuda Message Archiver - Best for integrated threat protection
10. Dell EMC SourceOne - Best for enterprise-level scalability
11. Google Vault - Best for G Suite users seeking native integration
12. Microsoft Exchange Online Archiving - Best for Microsoft 365 users with extended retention

Navigating the digital world, I've seen how pivotal cloud-based email archiving software can be. Simply put, this tool captures, stores, and indexes your emails for swift retrieval. By leveraging these apps, you not only safeguard critical communications but also fortify against data loss. If you're battling a cluttered inbox, fearing accidental deletions, or just want to ensure historical access, this is the remedy you've been seeking. Trust me; I've been there. Consider exploring these solutions; they might just be the answer to your email woes.

What Is Email Archiving Software?

Email archiving software is a specialized tool designed to capture, store, and index emails for easy retrieval and preservation. Businesses, organizations, and professionals employ it to maintain a historical record of their communications, ensure compliance with regulations, and safeguard against potential data loss.

Its robust search capabilities also aid users in quickly accessing specific messages amid vast volumes of archived data, making it an indispensable asset for effective digital communication management.

Overviews of the 12 Best Email Archiving Software

1. Cryoserver - Best for robust forensic search capabilities

Cryoserver is an email archiving solution tailored to streamline and enhance the efficiency of digital communication storage. With its reputation for having exceptional forensic search capabilities, it becomes clear why it's earmarked as the best in this domain: when the focus is on pinpoint precision and rapid email retrieval in sprawling data sets, Cryoserver rises to the occasion.

Why I Picked Cryoserver:

After a thorough comparison of several tools, I chose Cryoserver primarily due to its unparalleled prowess in eDiscovery. Its ability to dive deep and retrieve specific emails with remarkable accuracy made it stand out from the rest. Given the critical importance of forensic search in today's data-intensive environments, I determined Cryoserver to be "Best for robust forensic search capabilities."

Standout features & integrations:

Cryoserver shines with its intricate audit trails and role-based access controls, ensuring both data accuracy and security. On top of that, its adept indexing and search features simplify the once daunting task of email retrieval. Moreover, its smooth integration with leading platforms, most notably Office365, assures a harmonized archiving experience.

Pricing:

From $5/user/month (billed annually) + $20 base fee per month

Pros:

• Precise eDiscovery tools for targeted searches
• Role-based access control promoting a secure environment
• Effortless integration with Office365

Cons:

• Might present a learning curve for novices
• Pricing with additional base fees can be a tad complex
• Restriction to annual billing might not cater to all

2. Archive360 - Best for open archiving flexibility

Archive360 enters the scene as a comprehensive email archiving solution, designed to cater to diverse email data storage needs. Its commitment to open archiving flexibility caught my attention immediately, ensuring users get the agility they need without compromising on email security.

Why I Picked Archive360:

In my quest to handpick the finest tools, Archive360 emerged as a preferred choice because of its distinctive approach to archiving. Unlike many other tools I compared, it places a strong emphasis on open architecture, allowing users to tailor their archiving process. I judged Archive360 to be "Best for open archiving flexibility" precisely because it respects users' individual needs while offering extensive functionality.

Standout features & integrations:

At its core, Archive360 boasts features that ensure a smooth archiving experience, like detailed analytics and robust email data management tools. Its commitment to email security is also evident, offering users peace of mind. On the integration front, Archive360 excels by meshing well with a myriad of email clients, ensuring that no matter the platform, your archiving process remains consistent.

Pricing:

From $6/user/month (billed annually)

Pros:

• Strong emphasis on open archiving
• Dedicated features for enhanced email security
• Broad compatibility with multiple email clients

Cons:

• Might require some initial setup time
• Limited customization in the base plan
• Annual billing may not be suitable for all

3. Smarsh - Best for compliance-driven industries

Smarsh stands out as a dedicated email archiving platform, particularly tailored for sectors where regulatory compliance is non-negotiable. When diving into its offerings, it became clear that its commitment to compliance-driven industries isn't just a label but a core part of its functionality.

Why I Picked Smarsh:

Smarsh caught my eye when I was specifically selecting tools for industries where compliance isn't optional but a mandate. What set Smarsh apart from others was its unmistakable focus on offering features that assist in compliance adherence. As I was judging and comparing various tools, it was evident that Smarsh was "Best for compliance-driven industries" given its deep-rooted commitment to this niche.

Standout features & integrations:

Smarsh provides ample storage space, ensuring that users don't have to worry about running out anytime soon. Moreover, it integrates with popular email systems, ensuring a smooth archiving experience. Its compatibility doesn't stop at Gmail; it extends to various email servers, ensuring that regardless of your platform, Smarsh has you covered.

Pricing:

From $9/user/month (min 10 seats)

Pros:

• Focused features for compliance-driven industries
• Generous storage space offerings
• Broad compatibility with various email servers

Cons:

• Steeper learning curve for non-technical users
• Minimum seat requirement might not cater to smaller businesses
• More expensive compared to some competitors

4. Dropsuite - Best for cloud backup integration

Dropsuite is a comprehensive email archiving tool known for its impressive cloud backup capabilities. Its integration features, particularly for cloud backups, offer an edge for businesses wanting to pair their current systems with archiving solutions.

Why I Picked Dropsuite:

In my quest for the right email archiving tools, Dropsuite consistently stood out, especially when it came to its cloud backup capabilities. After comparing and judging several tools, I determined Dropsuite to be unique in its tight-knit cloud backup integration. This is why I strongly believe it's "Best for cloud backup integration" - a feature that modern businesses would truly appreciate.

Standout features & integrations:

Dropsuite offers dynamic retention policies, which means businesses can set and forget their email backup routines, trusting the system to do its job. Additionally, it’s crafted with end users in mind, making the interface intuitive and straightforward. Dropsuite's compatibility with a range of mail servers ensures that businesses, regardless of their email platform, can benefit from its services.

Pricing:

From $5/user/month (min 10 seats)

Pros:

• Dynamic retention policies tailored for businesses
• Designed with end users in mind for easy navigation
• Broad compatibility across multiple mail servers

Cons:

• Might be a bit complex for individuals without IT support
• Minimum seat requirement could deter smaller teams
• Lack of certain advanced analytics features

5. N‑able Mail Assure - Best for MSPs and IT service providers

N‑able Mail Assure is an advanced email security and archiving system, tailored to meet the unique demands of MSPs (Managed Service Providers) and IT service providers. The platform's emphasis on automation, robust authentication processes, and tailored solutions makes it particularly suited for these service-based industries.

Why I Picked N‑able Mail Assure:

Navigating through a plethora of archiving systems, I chose N‑able Mail Assure because of its distinctive focus on the needs of MSPs and IT service providers. When I compared it to other tools, it became evident that Mail Assure's design and functionality stand out, catering specifically to industries that thrive on automation and advanced authentication measures. This informed my judgment that it's undoubtedly "Best for MSPs and IT service providers."

Standout features & integrations:

N‑able Mail Assure boasts of advanced automation features, allowing MSPs and IT service providers to streamline their archiving processes efficiently. The platform takes authentication seriously, with multi-tiered authentication processes ensuring secure access. Moreover, it integrates with various industry-standard tools, enhancing its compatibility and functionality.

Pricing:

From $6/user/month (min 10 seats)

Pros:

• Strong emphasis on automation, making processes efficient
• Advanced authentication measures ensure security
• Broad integration capabilities with standard industry tools

Cons:

• Might have a steeper learning curve for non-MSP users
• The interface could be intimidating for first-time users
• Potential for redundancy in features for smaller providers

6. Vaultastic - Best for diverse data source archiving

Vaultastic is a forward-thinking archiving platform designed to manage and archive data from a myriad of sources effectively. Its capacity to incorporate information from various origins without compromising data security makes it notably suitable for diverse data source archiving.

Why I Picked Vaultastic:

When it came to selecting an archiving platform that could accommodate data from a vast array of sources, Vaultastic stood out. The distinct capability of this tool to ensure data protection across multiple origins differentiated it from others I analyzed. Hence, based on these unique attributes, I determined Vaultastic to be the "Best for diverse data source archiving."

Standout features & integrations:

Vaultastic shines with its rigorous data security measures, ensuring every piece of information archived remains protected. It also incorporates efficient disaster recovery functionalities, ensuring data remains intact even in unforeseen circumstances. When it comes to integrations, Vaultastic collaborates effectively with a broad spectrum of platforms, enabling flexibility in data collection.

Pricing:

From $9/user/month (billed annually)

Pros:

• Exceptional data protection across diverse data sources
• Efficient disaster recovery functionalities safeguard against data loss
• Wide range of integration capabilities

Cons:

• The platform may require training for complete utilization
• More features might make the system slightly complex for new users
• Potential for additional costs with extensive integrations

7. Jatheon Archiving Suite - Best for on-premises hardware options

Jatheon Archiving Suite is a comprehensive platform designed to simplify email management and storage by leveraging on-premises hardware. Tailored for organizations that prefer in-house equipment over cloud solutions, it ensures robust email messages storage, especially when on-premises hardware options are a priority.

Why I Picked Jatheon Archiving Suite:

While selecting a platform centered around on-premises hardware, Jatheon Archiving Suite caught my attention. Its commitment to efficient email storage using physical hardware is what distinguishes it from other email services. By comparing and judging its capabilities, I determined Jatheon Archiving Suite to be the "Best for on-premises hardware options."

Standout features & integrations:

Jatheon stands out with its robust email management tools that facilitate the effortless organization and storage of email messages. The platform also integrates well with several leading email services, ensuring a consistent and efficient archiving process. Furthermore, its search functionalities make retrieval of archived emails a straightforward task.

Pricing:

From $12/user/month (billed annually)

Pros:

• Provides efficient email storage using on-premises hardware
• Integrations with leading email services
• Advanced search functionalities for easy retrieval

Cons:

• The on-premises focus might not be suitable for all businesses
• Potential additional costs for hardware maintenance
• Initial setup can be more complex compared to cloud solutions

8. TitanHQ - Best for cybersecurity focus

TitanHQ is a renowned tool dedicated to ensuring robust cybersecurity in email archiving and protection. By focusing heavily on safeguarding against malware and cyber threats, it establishes a strong shield for companies that prioritize security in their email management processes.

Why I Picked TitanHQ:

In my quest to choose an email archiving tool with a distinct focus on cybersecurity, TitanHQ stood out. I determined, after comparing various platforms, that its approach to integrating malware protection into archiving is unique and much-needed in today's cyber landscape. This led me to judge TitanHQ as the "Best for cybersecurity focus."

Standout features & integrations:

TitanHQ boasts a strong legal hold feature, ensuring emails are preserved for future litigation or investigations. Its robust mailstore ensures that even amidst its stringent security measures, email accessibility remains uncompromised. The platform also supports IMAP integrations, offering versatility in email retrieval and synchronization.

Pricing:

From $9/user/month (billed annually)

Pros:

• Strong focus on cybersecurity and malware protection
• Efficient legal hold feature catering to GDPR requirements
• Versatile mailstore ensuring easy access and retrieval

Cons:

• Potential learning curve due to its extensive security features
• Might be overkill for smaller businesses with fewer security concerns
• Premium features might push the cost higher for some enterprises

9. Barracuda Message Archiver - Best for integrated threat protection

Barracuda Message Archiver specializes in archiving email communications with a focus on ensuring they remain tamper-proof. Its integrated threat protection ensures that archived emails are not only stored securely but are also protected from potential threats.

Why I Picked Barracuda Message Archiver:

After comparing various archiving tools, Barracuda Message Archiver captured my attention due to its integrated threat protection. I chose this tool because it offers a dual advantage of both preserving email communications and safeguarding them. This combination makes it stand out and justifies its positioning as "Best for integrated threat protection."

Standout features & integrations:

One of Barracuda Message Archiver's prime features is its tamper-proof storage, ensuring the authenticity of emails. Additionally, it provides capabilities for efficiently managing and storing PST files, which is crucial for many organizations. When it comes to integrations, Barracuda excels by offering integration with most popular SaaS platforms, aiding in streamlined email management.

Pricing:

From $10/user/month (billed annually)

Pros:

• Strong integrated threat protection for email communications
• Tamper-proof storage ensures email authenticity
• Efficient management of PST files

Cons:

• Might require initial setup time for optimal configuration
• Advanced features may necessitate additional costs
• Potential compatibility issues with lesser-known email services

10. Dell EMC SourceOne - Best for enterprise-level scalability

Dell EMC SourceOne is an advanced archiving solution designed to manage and store critical data for enterprises. Given its robust infrastructure, it can handle vast amounts of data, making it particularly suited for businesses seeking scalability.

Why I Picked Dell EMC SourceOne:

In the process of determining which tools to highlight, Dell EMC SourceOne stood out because of its renowned capability to scale at the enterprise level. I selected it due to its robust infrastructure and the positive opinions surrounding its scalability. For enterprises that foresee rapid growth or already manage large volumes of data, I genuinely believe that SourceOne is "Best for enterprise-level scalability."

Standout features & integrations:

Dell EMC SourceOne offers real-time archiving, ensuring that businesses have immediate access to their data when needed. Additionally, its protection features help defend against threats like ransomware and phishing, which are vital for enterprises. For integrations, SourceOne is designed to work well with a wide variety of enterprise tools, providing flexibility in its deployment and utility.

Pricing:

Pricing upon request

Pros:

• Offers real-time data archiving for immediate access
• Strong defenses against ransomware and phishing threats
• Capable of managing vast amounts of old emails efficiently

Cons:

• May come with a steeper learning curve for new users
• Custom integrations might require additional configuration
• Potential higher initial costs compared to other solutions

11. Google Vault - Best for G Suite users seeking native integration

Google Vault is a dedicated solution from Google designed for the retention, search, and export of users' data in various Google services. For organizations already entrenched in the G Suite ecosystem, Google Vault provides a native archiving experience that integrates with their current tools.

Why I Picked Google Vault:

Having reviewed numerous archiving solutions, I determined that Google Vault offers a unique advantage for G Suite users. Its native integration makes it stand out from other solutions, as it's built specifically for the G Suite environment. For this reason, I hold the opinion that it's "Best for G Suite users seeking native integration."

Standout features & integrations:

One of Google Vault's most noteworthy features is its powerful search capabilities, enabling users to pinpoint specific information across G Suite applications efficiently. Additionally, its role-based access ensures that only authorized individuals can access the stored data. As for integrations, Google Vault inherently works with all major G Suite applications, providing a cohesive archiving experience.

Pricing:

From $5/user/month (billed annually)

Pros:

• Deep integration with G Suite applications
• Powerful search capabilities across various data types, including social media interactions
• Role-based access enhances data security

Cons:

• Primarily designed for G Suite, limiting its versatility for non-G Suite users
• Lacks native support for Windows or other non-Google platforms
• Some advanced features might be limited compared to standalone archiving solutions

12. Microsoft Exchange Online Archiving - Best for Microsoft 365 users with extended retention

Microsoft Exchange Online Archiving is a cloud-based solution designed to help Microsoft 365 users securely archive their emails and other related data. Catering especially to Microsoft 365 users, it offers extended retention capabilities that ensure longer, safer storage of critical information.

Why I Picked Microsoft Exchange Online Archiving:

In my comparison of various archiving tools, Microsoft Exchange Online Archiving was a natural choice for those deeply invested in the Microsoft ecosystem. Its unique ability to offer extended retention for emails within the familiar Microsoft environment makes it stand out. Therefore, I determined that it's "Best for Microsoft 365 users with extended retention."

Standout features & integrations:

Microsoft Exchange Online Archiving offers robust retention policies that allow businesses to keep their emails for specific durations based on compliance or internal needs. It also boasts a user-friendly interface integrated with Outlook, providing users with a cohesive experience. As for integrations, it naturally works best with Microsoft 365 applications, especially aligning well with Outlook for cloud email archiving.

Pricing:

From $3/user/month (billed annually)

Pros:

• Deep integration with Microsoft 365 applications
• Robust retention policies tailored for businesses
• Integration with Outlook for a consistent archiving experience

Cons:

• Might be limiting for non-Microsoft 365 users
• Requires a learning curve for those unfamiliar with the Microsoft ecosystem
• Potential additional costs for expanded storage

Other Noteworthy Email Archiving Software

Below is a list of additional email archiving software that I shortlisted but did not make it to the top 12. Definitely worth checking them out.

13. ContentCatcher - Good for comprehensive threat protection
14. SpamTitan - Good for enhanced spam filtering capabilities
15. SMTP2GO - Good for global email delivery assurance
16. Mimecast Cloud Archive - Good for unified email storage and retrieval
17. eM Client - Good for integration with popular email services
18. Micro Focus Enterprise Messaging - Good for large-scale enterprise communication
19. MailStore Server - Good for businesses seeking centralized email archiving
20. Proofpoint Archiving and Compliance - Good for ensuring regulatory email compliance
21. Veritas Enterprise Vault - Good for information governance in enterprises
22. GFI Archiver - Good for maintaining digital corporate memory
23. Zoho Mail - Good for SMBs needing email and collaboration tools
24. GWAVA - Good for migrating and managing email archives
25. MailArchiva - Good for companies requiring open-source archiving
26. Microsoft 365 Archiving - Good for Microsoft-centric organizations seeking integrated archiving

Selection Criteria for Choosing Email Archiving Software

When it comes to selecting the right email archiving solution, there's a myriad of factors to consider. I've tested various tools, delving deep into each one to ensure that I provide accurate and insightful recommendations.

Having evaluated dozens of email archiving tools, my primary focus was on their functionality, distinct features, and overall usability. I'll delve deeper into the specifics of my criteria below.

Core Functionality

An optimal email archiving software should provide:

• Centralized Storage: Ability to consolidate all emails in one place, regardless of the source.
• Search & Retrieval: Tools to quickly find specific emails, even in large volumes.
• Data Integrity: Ensure that stored emails remain unaltered and authentic.
• Retention Management: Options to set and manage how long emails are stored based on company or legal requirements.
• Access Controls: Limit who can view and manage the archived emails, with clear permissions and roles.

Key Features

When examining email archiving tools, these are the features that stood out as being essential:

• Compliance Tools: Ensure emails are stored in a manner that meets legal and industry-specific regulations.
• E-Discovery: Advanced search tools that help in legal cases or audits to quickly find specific communications.
• Data Reduction: Techniques such as deduplication and compression that help manage storage costs.
• Security Protocols: Encryption and other protective measures to ensure data remains confidential and safe from breaches.
• Automated Archiving: Ability to automatically store emails without manual intervention based on predefined rules.

Usability

For this type of software, a user-friendly experience is paramount. Here's what to look for:

• Intuitive Dashboard: A clear, organized dashboard where users can easily oversee archiving processes, access settings, and retrieve archived emails.
• Role-Based Access: An efficient way to configure who has access to what within the software. For instance, IT might need full access, while HR only needs access to specific folders.
• Training Materials: Given the importance and potential complexity of email archiving, the software should come equipped with comprehensive guides, tutorials, or even training programs to onboard users.
• Responsive Support: Rapid response times and knowledgeable support teams are crucial, especially when dealing with potential compliance or data integrity issues.

Most Common Questions Regarding Email Archiving Software (FAQs)

What are the benefits of using email archiving software?

Using email archiving software offers a range of advantages, including:

• Centralized Storage: It provides a single repository for all emails, making management and retrieval efficient.
• Compliance Assurance: Helps businesses adhere to industry-specific regulations related to email storage and retrieval.
• Enhanced Data Security: Protects sensitive email content from unauthorized access, loss, or breaches with encryption and other security measures.
• Improved Server Performance: By offloading emails from the primary server to an archive, it ensures optimal server performance.
• Quick Retrieval: Advanced search features allow for swift location and access to specific emails, aiding in e-discovery for legal or audit purposes.

How much does email archiving software typically cost?

The cost of email archiving software can vary widely based on the features offered, the number of users, and the volume of emails being archived.

What are the common pricing models for these tools?

Most email archiving software providers offer one or more of the following pricing models:

• Per User/Per Month: A recurring fee based on the number of users accessing the tool.
• Storage-Based: Pricing based on the amount of storage space used.
• One-Time License Fee: A single upfront cost, sometimes with additional yearly maintenance or support fees.
• Freemium: A basic version is available for free with paid options offering additional features.

What's the typical range of pricing for these tools?

Pricing can range from as low as $5 per user per month for basic solutions to several hundred dollars or more for enterprise-level software with advanced features.

Which is the cheapest software available?

Among the tools mentioned, "Zoho Mail" often offers competitive pricing, making it one of the more affordable options.

Which software is the most expensive?

Premium tools like "Veritas Enterprise Vault" and "Proofpoint Archiving and Compliance" tend to be on the higher end of the pricing spectrum due to their extensive features and enterprise-grade capabilities.

Are there any free options available?

Yes, some providers offer freemium versions of their tools. For example, "Zoho Mail" has a free version, though with limited features compared to its paid tiers.

Is the pricing generally a one-time fee or a recurring subscription?

While some tools might offer a one-time license fee, the majority of email archiving software providers charge a recurring subscription, usually monthly or annually. This recurring model often includes updates, support, and cloud storage, ensuring users always have access to the latest features and security updates.

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Summary

Selecting the best email archiving software is a pivotal decision for organizations, both big and small. Such tools not only ensure compliance with data preservation regulations but also offer ease of access, retrieval, and protection against potential threats. After extensive analysis and testing of various software options in the market, several stand out based on their functionalities, features, and usability.

Key Takeaways:

1. Core Functionality Matters: Before diving into the vast sea of features, ensure the tool effectively archives emails, is compatible with your existing email infrastructure, and retrieves old emails swiftly and efficiently.
2. Distinguish Between Features: Not every feature offered will be essential for your organization. Prioritize those like real-time updates, ransomware and phishing protection, and cloud-based archiving for better security and accessibility.
3. Consider Usability and Support: A tool can have all the high-end features, but if it's complex to use or lacks adequate customer support, it can become more of a hindrance. Look for tools that offer an intuitive interface and robust customer support to make the most of your investment.

What do you think?

While we've strived to curate a comprehensive list of the best email archiving software available, the tech landscape is vast and ever-evolving. If you've come across a tool that deserves a spot on our list or have personal experiences with one not mentioned, we'd love to hear about it!

Your insights could greatly benefit others in their search. Please reach out and share your recommendations with us. Together, we can ensure this guide remains up-to-date and truly valuable for all.