Dreading your next compliance audit?
Trying to retrieve specific emails from legacy systems for legal requests or audits is a nightmare. It’s a massive, time-consuming risk for your organization.
Worse, failing to produce records quickly can lead to hefty regulatory fines and damage your company’s reputation. It’s a high-stakes scavenger hunt you can’t afford.
You aren’t alone in this struggle. A report from Barracuda Networks found that 73% of companies face significant challenges retrieving archived emails. This inefficiency directly impacts your audit and compliance responses.
The right software changes this by making your email data fully compliant and instantly searchable. It helps you streamline audits and reduce legal exposure effortlessly.
In this guide, I’ll walk you through the best email archiving software. We’ll explore the top tools designed to reduce risk and simplify compliance for you.
You’ll discover solutions that integrate with your current setup, ensuring you can meet legal and regulatory demands without the usual stress and delays.
Let’s get started.
Quick Summary:
| # | Software | Rating | Best For |
|---|---|---|---|
| 1 | Mimecast → | IT managers & compliance officers | |
| 2 | Proofpoint → | Large enterprises & Fortune 100 | |
| 3 | Barracuda Networks → | IT managers & compliance teams | |
| 4 | TitanHQ → | Microsoft 365-focused businesses | |
| 5 | N-able → | IT managers & compliance officers |
1. Mimecast
Are you drowning in compliance and audit demands?
Mimecast offers an Email Archive solution designed to ensure your email data is never lost, supporting robust data compliance and governance. This means you can proactively support regulatory and corporate standards with confidence.
You want a solution that simplifies data management. Mimecast helps by providing real-time insights for easier data handling.
This delivers proven ROI for your organization.
Mimecast’s Email Archive helps ensure your organization’s email data is fully compliant, searchable, and easily retrievable for audits or legal requests. This is achieved through its capabilities to simplify data management and ensure data retention.
For instance, the Aware Governance & Compliance Suite works to simplify data management with real-time insights, making it easier to meet regulatory demands like those for regulatory compliance and IP loss and theft. Additionally, Mimecast helps protect critical data and accelerate response to insider threats with its integrated human risk management platform.
Plus, Mimecast is supercharged by AI, blending advanced AI with proven defenses to deliver industry-leading protection. With over 300 integrations, it supports seamless, low-maintenance operations with your existing infrastructure.
The result is streamlined audits and reduced risk.
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Key features:
- Email Archive: Ensures email continuity and guarantees data is never lost, which is critical for compliance and audit readiness.
- Aware Governance & Compliance Suite: Simplifies your data management by providing real-time insights, helping your organization proactively meet regulatory and corporate standards.
- Integrated Human Risk Management Platform: Designed to prevent sophisticated threats targeting human error, protecting your critical data and accelerating responses to insider threats.
Mimecast features, pricing, & alternatives →
Verdict: If you’re an IT manager or compliance officer grappling with complex regulatory demands and legacy systems, Mimecast stands out as a strong contender for the best Email Archiving software. Its focus on ensuring data is never lost and simplifying data management with real-time insights, alongside its AI-powered security, makes it ideal for reducing legal exposure and streamlining audits.
2. Proofpoint
Worried about email compliance and complex audits?
Proofpoint offers comprehensive digital communications governance, tackling your email archiving and data retention needs head-on. This means you can effectively manage risk and meet regulatory requirements effortlessly. Their platform safeguards information and digital communications.
Here’s how Proofpoint helps you achieve compliance.
Their modern compliance and archiving solution enables intelligent compliance, transforming information protection with a human-centric, omni-channel approach. This means you get features like Adaptive Email DLP and Digital Communications Governance to address risks from negligent, malicious, or compromised users. You can prevent data loss and insider risk across various channels including email, collaboration tools, and social media platforms. Additionally, their Data & SaaS Security Posture capabilities help you contain SaaS and identity sprawl by [responding to account takeovers], giving you a clearer understanding of your risk posture.
The result: peace of mind and simplified audits.
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Key features:
- Modern Compliance and Archiving: Manages risk and data retention with a human-centric, omni-channel approach for all digital communications.
- Data Security & Governance: Safeguards information by leveraging behavioral data, preventing data loss, and addressing insider threats.
- Data & SaaS Security Posture: Contains SaaS and identity sprawl, allowing you to respond to account takeovers and understand your risk posture.
Proofpoint features, pricing, & alternatives →
Verdict: If you’re seeking a robust, integrated platform for your compliance needs, Proofpoint stands out as a strong contender for the best email archiving software. With 85 of the Fortune 100 trusting them, their focus on human-centric security effectively streamlines audits and mitigates data risks, ensuring your organization remains compliant and secure.
3. Barracuda Networks
Is your email data truly secure and compliant?
Barracuda Email Protection offers effortless defense through AI-powered email security. This means your organization gains robust protection against complex threats.
You can prevent information overload and ensure audit readiness with comprehensive email archiving and data protection capabilities. This helps you navigate increased regulatory scrutiny.
Here’s how to secure your vital communications.
Barracuda Networks provides advanced cybersecurity solutions that cover all major threat vectors, securing your email, networks, applications, and data. This allows you to manage compliance risks effectively.
The platform includes Cloud Archiving and Microsoft 365 Backup, ensuring your email data is protected from accidental or malicious loss. You can protect your Microsoft 365 data with unlimited storage, minimizing downtime and preventing data loss. Additionally, Data Inspector helps you scan Microsoft 365 for sensitive information and malware.
This comprehensive approach supports rapid onboarding and integrates with existing infrastructure, delivering provable ROI by reducing legal exposure and boosting operational efficiency. The result is complete threat protection, easy to buy, deploy, and use.
Protect everything with a trusted cybersecurity partner.
Key features:
- AI-powered Email Security: Provides effortless defense against complex threats like phishing, impersonation, spam, malware, and advanced threats, ensuring your email communications are secure.
- Cloud Archiving & Microsoft 365 Backup: Offers robust data protection for email, SharePoint, OneDrive, and Teams, including unlimited storage for Microsoft 365, simplifying compliance and data retrieval.
- Comprehensive Data Inspector: Scans your Microsoft 365 environment for sensitive data and malware, helping you maintain compliance and proactively identify potential security weaknesses.
Barracuda Networks features, pricing, & alternatives →
Verdict: Barracuda Networks stands out as a leading contender for the Best Email Archiving Software because it delivers complete, AI-powered email and data protection. Its comprehensive capabilities, including cloud archiving, Microsoft 365 backup with unlimited storage, and Data Inspector, are designed to help IT managers and compliance officers ensure data security and simplify audit processes.
4. TitanHQ
Struggling with email compliance and audit readiness?
TitanHQ’s ArcTitan offers integrated, automated email archiving specifically for Microsoft 365. This means you can easily store and retrieve all business-critical email data.
You’ll find that ArcTitan ensures secure storage and rapid search speeds, addressing your need for quick data retrieval during audits or legal requests without disrupting operations.
Here’s a seamless solution for you.
ArcTitan solves your archiving challenges by turning email data into a readily accessible repository for daily use.
You can expect lightning-fast email search capabilities, making it easy to find any message you need, ensuring all business-critical data is securely stored and retrieved. Additionally, it offers email encryption to further protect against data loss and prevent employee misuse of email, ensuring your sensitive information stays private. Quickly find and retrieve any email with ArcTitan’s powerful search functionality, crucial for audits and legal requests, ensuring rapid data access.
This seamless integration, coupled with robust search and encryption, simplifies compliance and reduces your risk.
Key features:
- Office 365 Integration: ArcTitan integrates directly with Microsoft 365, providing automated archiving that is easy to set up and deploy, saving you time and effort.
- Lightning-Fast Email Search: Quickly find and retrieve any email with ArcTitan’s powerful search functionality, crucial for audits and legal requests, ensuring rapid data access.
- Cost-Friendly Deployments & Encryption: Enjoy cost-effective setup and peace of mind with built-in email encryption, protecting sensitive data and preventing data leaks.
TitanHQ features, pricing, & alternatives →
Verdict: ArcTitan is an ideal best email archiving software, offering Microsoft 365 integration, lightning-fast search, and email encryption. As Fox Computer Solutions Ltd testified, they’ve used ArcTitan since 2015 and “it has never not found an email.” This makes it perfect for IT managers and compliance officers prioritizing seamless, auditable email retention.
5. N-able
Is your email data fully compliant?
N-able’s Cloud Commander and Cove Data Protection offer robust solutions for managing and securing your Microsoft 365 environment. This means you can centralize control and ensure critical data is always protected.
You face significant information overload when evaluating archiving tools, but with N-able, you get a clear path to reduce legal exposure and boost operational efficiency.
Here’s how N-able helps.
N-able solves complex data management challenges, providing cloud-first backup and disaster recovery for Microsoft 365. This delivers quick time to value by simplifying your archiving efforts.
Its cloud-first architecture keeps your backups safely out of reach of ransomware, providing immutable backups. With 60x smaller backups, you can back up as often as every 15 minutes, ensuring rapid data retrieval for audits. This capability directly addresses your need for searchable, easily retrievable email data and provable ROI.
Additionally, N-able includes AI-powered SOC services that automatically remediate 70% of threats, meaning you can focus on critical tasks while your email environment remains secure. This unified approach to management, security, and recovery builds relentless cyber resilience.
Peace of mind, delivered.
Key features:
- Microsoft 365 Management: Manage, secure, and automate Microsoft 365 resources with Cloud Commander, ensuring comprehensive control over your email environment.
- Cloud-First Data Protection: Utilize Cove Data Protection for immutable, cloud-first backup and disaster recovery, keeping email archives safe from ransomware and enabling rapid retrieval.
- AI-Powered Threat Remediation: Benefit from AI-powered SOC services that automatically remediate most cyber threats, allowing your team to focus on strategic tasks.
N-able features, pricing, & alternatives →
Verdict: For IT managers and compliance officers, N-able stands out as a strong candidate for the best email archiving software. Its cloud-first backup with 60x smaller backups and AI-powered security demonstrates its ability to deliver the seamless, low-maintenance solution you need to ensure compliance and streamline audits.
6. Hornetsecurity
Are your email compliance efforts becoming a headache?
Hornetsecurity offers audit-proof, compliant email archiving, directly addressing your need for reliable data retention. This means you can confidently meet regulatory demands and simplify complex audits.
The solution ensures your organization’s email data remains fully compliant, searchable, and easily retrievable, turning compliance into a breeze.
Here’s how Hornetsecurity delivers.
Hornetsecurity provides comprehensive M365 security, backup, and governance, risk, and compliance (GRC) needs. This includes an AI-based advanced threat protection for robust, reliable, and automated backup and recovery features.
You get audit-proof, compliant email archiving capabilities. This comprehensive suite simplifies information overload by integrating essential security features into a single dashboard.
Additionally, Hornetsecurity offers features like automated email encryption and managing M365 permissions with ease, helping you prevent enterprise data loss, eliminate unwanted data exposure, and adhere to local compliance regulations without disruption. The result is peace of mind.
Safeguarding your organization with advanced features.
Key features:
- Audit-Proof Email Archiving: Ensures all your email data is reliably stored, compliant with regulations, and easily searchable for audits and legal discovery needs.
- Advanced Threat Protection: Provides AI-based defense against sophisticated threats, safeguarding your M365 environment with premium spam and malware filters.
- Integrated M365 Security & GRC: Offers a holistic platform covering email security, backup, and governance, streamlining your compliance efforts and data management.
Hornetsecurity features, pricing, & alternatives →
Verdict: Hornetsecurity’s comprehensive 365 Total Protection, including audit-proof email archiving and AI-powered threat defense, makes it an excellent candidate for the best email archiving software. It simplifies compliance and data retrieval for IT managers and compliance officers, ensuring regulatory adherence and operational efficiency for over 125,000 customers.
7. Global Relay
Is your email data fully compliant and searchable?
Global Relay helps your organization proactively manage compliance with robust archiving and surveillance capabilities. This means you can mitigate risk and stay ahead of regulation.
The software addresses challenges like complex record-keeping by centralizing all communications, ensuring you meet strict industry requirements.
You need solutions that truly deliver.
Global Relay provides an end-to-end solution for compliant communications, from its collaborative messaging app to its trusted archive. You can consolidate third-party reliance and get compliant communications right, first time. This includes an AI-powered cloud archive that meets strict record-keeping requirements, plus connectors to capture communications from any channel, including WhatsApp. Additionally, their surveillance feature offers AI-assisted data classification and escalation workflows for proactive risk management.
The result is a comprehensive system designed to secure your data and streamline audits.
Key features:
- Compliant Messaging App: Facilitates compliant collaboration across various channels like voice, SMS, and WhatsApp, ensuring all communications are captured.
- AI-Powered Cloud Archive: Enriches, stores, and manages your data in a powerful, trusted archive designed to meet strict record-keeping requirements.
- Intelligent Surveillance: Detects risks across all communications with AI-assisted data classification, full escalation workflows, and comprehensive audit reports.
Global Relay features, pricing, & alternatives →
Verdict: Global Relay stands out as a leading email archiving software, ensuring your organization’s email data is compliant, searchable, and easily retrievable for audits. Their comprehensive platform, trusted by over 20,000 customers worldwide, including 22 of the top 25 global banks, guarantees security and simplifies regulatory adherence.
Conclusion
Dreading the next audit season?
I know choosing the right tool feels overwhelming, especially when regulatory compliance and legal risks are so high for your growing company.
A Mimecast report found modern archiving delivers 45% faster audit readiness. This is a massive efficiency gain for your team. It directly reduces manual effort, freeing up valuable time and resources.
Here is my top recommendation.
From my in-depth analysis, Mimecast is the clear winner. Its platform directly solves the challenge of retrieving data instantly and ensuring you are always audit-ready.
I was impressed by how its AI-powered compliance suite simplifies data management. I believe it’s the best email archiving software for reducing legal exposure and risk.
I recommend you get a quote from Mimecast to see how its robust platform can fit your specific compliance needs.
You’ll gain invaluable peace of mind.
