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Backing up your emails

1. Introduction

Email backups are required by many organizational policies to ensure full data availability regardless of how users process their emails.

For redundancy purposes (and separation of concenrs) a separate server from the email server receives, parses, compresses and archives all sent and received emails by your mail server.

Email backup is not part of our plans, but is an add-on. Contact us to setup your secure backup server.

2. Client-side vs Server-side Backups

Many companies use client-side backups as their corporate-wide strategy, meaning they backup all their users' mailbox files (typically .pst for MS Outlook) from their users' computers.

This approach is far from sufficient, as deleted emails are expunged from the local mailbox.

In essence, this is a backup of the current state of the mail server, which is already backed up. What is missing, are emails that users intentionally / unintentionally delete.

For a complete backup solution, it has to be server-side and has to include all emails.

3. How it Works

We setup a separate secure server dedicated to this task.

Every email transmission activity by your mail server is replicated onto the backup server:

  • Any email received is forwarded to the backup server
  • Any email sent adds the backup server as BCC recipient

This activity is automated for all your users, so you can have peace of mind.

The archived emails are then stored onto an object-based cloud storage for long-term safekeeping.

4. Retention Rules

Our typical retention rules are 3 years after which the emails are automatically deleted.

This excludes:

  • Spam emails
  • Emails with no text
  • Malformed emails
  • Emails with really large attachments (which are expunged before storage)