Organizations nursing legacy archiving systems that face end-of-life or no longer provide modern functionality must decide. Regulatory compliance demands the retention of historical records. Should they reduce archiving costs by moving legacy archives to the cloud or continue to maintain costly existing systems.

Sooner or later, the limitations of a legacy archiving solution will outweigh the benefits it provides.

Outdated systems rack up costs in several ways, including a lack of technical support, expensive upgrades, and an inability to support today’s file types. Furthermore, they bring compliance challenges, require costly additional storage, and lack modern search capabilities.

Why Archive in the Cloud

Organizations save immensely in systems and storage costs when not having to factor in hardware replacement budgets. Add to that the cost of fixing, maintaining, and installing additional infrastructure. Then, consider these benefits:

Immediate Scalability: The Cloud allocates systems, ram, CPU time and disk storage on demand without the need for a team of skilled systems specialists onsite. Expensive resources that sit idle until required need not be acquired.

Increased Security: The Azure-based eGovernance Cloud lives in a secure datacenter with SOCS-2 compliance. It provides not only a physically secure environment, but data secured through encryption at rest and in transit.

Disaster Recovery: With Azure data center redundancy and automatic failover, organizations ensure that their systems continue to function in the event of hardware failures and even site outages.

Availability: The cloud provides availability from just about any location with an internet connection and delivers 24X7 access to resources.

In addition to no capital costs, archiving data in the cloud reduces the on-going costs of on-premise storage for retained data. It also provides a separate backup of email data outside the source system.

Reduce Archiving Costs with eGovernance Cloud

A versatile tool, eGovernance Cloud covers multiple data sources (both local and cloud). Quick search saves expensive resource time. And, its efficient open architecture makes archived data easily exported or migrated.

The eGovernance Cloud requires no administration, resulting in reduced IT overhead and cost. Redundant storage and backup protect data integrity.

With a low fixed fee, the eGovernance Cloud is comparable in cost to Microsoft Archiving with its per user fees. But it incorporates a more sophisticated, easy to use search engine and superior eDiscovery capabilities. Users perform search and export operations in one half to one quarter of the time required by other systems.

Reduce Archiving Costs

eGovernance Cloud vs. Advanced Microsoft 365 eDiscovery

The eGovernance Cloud enables personnel to effectively manage the organization’s discovery of electronic records. Users respond to eDiscovery requests rapidly and efficiently. They easily search, review, and reduce the content produced to just the relevant records.

Advanced eDiscovery in the Microsoft 365 Business and E5/A5/G5 service offerings incorporates additional features and functionality over the basic eDiscovery in Office 365 E3. But it relies on a separate indexing infrastructure for eDiscovery.

This means that content you select must be indexed before you can perform any eDiscovery actions. It takes time to select and index data then add the data to a review set before you can analyze, report, and export it. Overall, the extra steps add 2-3 hours.

In contrast, eGovernance Cloud eDiscovery keeps ALL data indexed and ready to search with no re-indexing. Auditors simply plug in the search criteria and get results almost instantaneously.  

This allows them to perform quick pre-searches of information before they conduct a formal eDiscovery case or determine what content is available before getting too far into the process.

Reduce Archiving Costs

24 x 7 Monitoring and Management of Systems

The eGovernance Cloud offering from eMazzanti and NetGovern is eCare supported. The eMazzanti Network Operations Center monitors all servers and issues standard system alerts plus NetGovern application alerts. Other services include:

  • Daily data physical backups
  • Automated patch management
  • Automated server refreshes

Archived data is fully managed by qualified NetGovern/eMazzanti administrators who provide ongoing review and pre-emptive remediation of issues. This results in:

  • Zero risk of misconfiguration
  • Elimination of privilege user caused data loss (compliance)
  • Audited and authorized change control
  • Full service and availability levels met over past 12 months

Services come organized into an enterprise package (above 500 users) or an SMB package (below 500). The Enterprise version includes full archive/eDisovery or compliance with 24X7 services for all features. The SMB package includes similar features but with eDIscovery export on request.

Reduce Archiving Costs and the Pain of Migrating Legacy Archives

The migration experts at Messaging Architects understand not only the challenges of migrating data from legacy email archiving solutions but also the advantages and disadvantages of moving it to the cloud to reduce archiving costs. Through hundreds of legacy and Microsoft 365 migrations and years of working with clients of all sizes, we have streamlined the migration process.

Regardless of your current archiving system, we will help you extract a complete, defensible data set. We know the roadblocks, and we have the tools and expertise to overcome them, ensuring a smooth migration to the eMazzanti/NetGovern eGovernance Cloud.

Download Article PDF