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  • Evaluating an email archiving solution

    March 26, 2015

    Evaluating an email archiving solutionDoes your business automatically secure and preserve every inbound and outbound email and file attachment?

    Can you find and retrieve exactly what you need in seconds with fast and accurate search tools?

    Are you able to quickly and easily filter, tag and export relevant content?

    If not, you’re wasting time and money on compliance, legal and governance requirements.

    When it comes to email archiving, basic functionality typically just isn’t enough anymore for most modern businesses.

    Here’s the problem: some of the most popular, widely used email archiving platforms include restrictive data preservation, search and export options that make it time consuming, expensive and hard to meet the ongoing and growing demands for data. Those limitations have the potential to substantially and seriously increase the risks and costs associated with email management, archiving, compliance and discovery.

    Here’s the good news: advanced cloud-based email archiving solutions provide businesses with added benefits and functionality, including added data protection, search capabilities and data flexibility.

    Effectively preserving and searching data – and being able to easily retrieve it as needed – reduces the costs and risks of compliance, discovery and doing business in general.

    Here are some major considerations when evaluating a cloud-based email archive:

    Data Preservation – Protect the right information
    Some archives allow data to be edited. Some archives provide access to deleted mailbox data for only a short time. Some archives support a very limited number of file attachment types.

    Look for a solution that:

    • preserves every inbound and outbound message using immutable WORM-compliant storage
    • provides indefinite access to deleted items; data should remain searchable and downloadable
    • indexes and archives a wide range of file types, including video, audio and image files in emails and attachments

    Search – Find exactly what you need quickly
    Don’t settle for just wildcard and Boolean searches. Take advantage of the other search options available and the granularity they provide.

    Beware of search limitations.

    Look for a solution that:

    • includes proximity, fuzzy logic and custom query searches
    • provides no limitations on the number of mailboxes per search, volume of results per search or number of concurrent searches
    • renders keyword statistics for all searches

    Data Flexibility – Filter, tag and export relevant content
    Some archives have zero flexibility: export of search results is all or nothing; individual messages and attachments can’t be downloaded. Some archives allow data to be exported only as a PST or proprietary file type; data must often be converted to another format.

    Look for a solution that:

    • provides the ability to filter and tag search results and export only and exactly what you need
    • enables flexible data export as PST, EML, NSF, PDF, HTML and TXT files

    Have questions? Want more info? Need help?
    Let’s talk!


    About Sonian
    An early innovator in cloud-based archiving, Sonian preserves, protects and presents the world’s information. More than 19,000 customers in 40 countries trust Sonian’s secure proprietary SaaS platform and cloud search engine to retain and retrieve valuable data and protect intellectual property. Sonian manages more than 20 billion objects in the cloud; every day, 17 million new documents are uploaded to Sonian’s email archive, which is integrated with the world’s 5 largest public clouds.


    [White Paper] Archiving and the Cloud: Perfect Together

    [White Paper] Archiving and the Cloud: Perfect Together

    See how businesses are using cloud-based email archiving to effectively preserve data and cut storage costs and hassles.

    Get the white paper right now!

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  • Have you seen these Data Insights Survey Results?

    March 23, 2015

    Have you seen these Data Insights Survey Results?

    The Data Insights Survey Results are in: Don’t miss this recorded webinar!

    See what business professionals from a wide range of industries are saying about data management and insight.

    • Hear the latest opinions about preserving, analyzing and acting on business data

    • Find out about current data management trends and struggles

    • Get a complete breakdown of the survey answers with accompanying analysis

    See for yourself right now: Watch the free 30-minute recorded webinar!


    About Sonian
    An early innovator in cloud-based archiving, Sonian preserves, protects and presents the world’s information. More than 19,000 customers in 40 countries trust Sonian’s secure proprietary SaaS platform and cloud search engine to retain and retrieve valuable data and protect intellectual property. Sonian manages more than 20 billion objects in the cloud; every day, 17 million new documents are uploaded to Sonian’s email archive, which is integrated with the world’s 5 largest public clouds.

    Have questions? Want more info? Need help?
    Let’s talk!


    [Infographic] 5 Email Archiving Myths Debunked

    [Infographic] 5 Email Archiving Myths Debunked

    Separate fact from fiction with this infographic that dispels common email archiving myths.

    Don’t mss out!


  • Data governance newsletter features Gartner research

    March 18, 2015

    Data governance newsletter features Gartner research

    Here’s an informative newsletter packed with information for MSPs!

    Data Governance, Email Archiving and MSPs is loaded with valuable information about data retention, leveraging the benefits of the cloud and partnership opportunities.

    * See for yourself how successful MSPs are generating a new line of monthly recurring revenue.

    * Take advantage of a variety of Email Archiving Resources for MSPs, including an Office 365 white paper, an archiving infographic and more!

    * BONUS: The newsletter features Gartner research entitled “Best Practices for Data Retention and Policy Creation Will Lower Costs and Reduce Risks.”

    Don’t miss out. Take a look at the newsletter right now!


    About Sonian
    An early innovator in cloud-based archiving, Sonian preserves, protects and presents the world’s information. More than 19,000 customers in 40 countries trust Sonian’s secure proprietary SaaS platform and cloud search engine to retain and retrieve valuable data and protect intellectual property. Sonian manages more than 20 billion objects in the cloud; every day, 17 million new documents are uploaded to Sonian’s email archive, which is integrated with the world’s 5 largest public clouds.

    Have questions? Want more info? Need help?
    Let’s talk!


    [Checklist] Email Archiving Best Practices for MSPs

    Email Archiving Best Practices for MSPs

    Protect intellectual property and cut data storage costs for your customers.

    Get your FREE Checklist right now!


  • Email archiving saves the day!

    March 16, 2015

    Email archiving saves the day!

    How many email messages do you send and get each day?

    Most of us send more than 30 messages per day and get more than 100.

    Given the volume of email flowing to and through your inbox, it’s easy to exceed inbox quotas, suffer from information overload and react by trashing messages you may need later.

    Here are five ways that cloud-based email archiving helps save the day:

    Disk space
    With most mail servers, disk storage comes at a premium. Whether it’s an on-premises system or a hosted solution, the larger the mailboxes, the more disk space they consume (and the longer it takes to back up and restore them). Considering very few users access older mail, it simply doesn’t make sense to use top-tier storage for rarely needed content. Email archiving saves that premium disk space by providing an accessible, less expensive storage option for older content. The data is always there when you need it, but costs less to preserve.

    Data access
    How much data is scattered across your company’s network drives, drive subsystems, laptops, external hard drives and USBs? How do you recover data from a corrupted PST? How often is IT asked to restore data from a backup tape made long ago? When email messages and file attachments are stored where few people can get them, or are locked in formats that have been superseded, access to that information can be forever lost. Saving data that no one can access is as useful as not saving data at all. With email archiving, you maintain control of, and ensure access to, all that IP and corporate data.

    Retention policies
    Maintaining immutable copies of data is often a requirement of regulations, laws and other mandates. Savvy companies frequently go a step farther and pursue a policy of defensible deletion, where older data is purged to limit liability or prune the amount of data under management. In an age of unlimited cloud storage, fewer companies find storage to be the driving factor in these decisions. Email archiving is the perfect solution, as it separates the messaging system from employee mailboxes; data is maintained in accordance with your retention policies and employees don’t have the ability to truly delete anything.

    Search and discovery
    Preserving corporate intellectual property is the first step, but searching this data is where the business value of email archiving becomes evident. A full-text index of all messages and attachments provides a platform to expedite discovery requests, audits and investigations of all kinds (who said what, when). Save every message because you just never know and search every message when you need to know.

    Business insight
    Email archiving can mine the data in internal and external business communications. Who’s the most demanding customer? Who’s the most responsive vendor? Which teams spend the most time in cross-collaboration? The patterns and insights that emerge shed light on the communications flow and yield actionable intelligence. Knowledge is power; there’s a lot you can learn from your company’s communications, if you carefully preserve and correctly present the data.

    Finding a deleted message from the CEO… Helping HR investigate rogue employees or data loss…Ensuring regulatory compliance…

    Email archiving saves the day – day after day!

    Have questions? Want more info? Need help?
    Let’s talk!


    About Sonian
    An early innovator in cloud-based archiving, Sonian preserves, protects and presents the world’s information. More than 19,000 customers in 40 countries trust Sonian’s secure proprietary SaaS platform and cloud search engine to retain and retrieve valuable data and protect intellectual property. Sonian manages more than 20 billion objects in the cloud; every day, 17 million new documents are uploaded to Sonian’s email archive, which is integrated with the world’s 5 largest public clouds.


    [White Paper] Backup vs. Archive

    [White Paper] Backup vs. Archive

    Know the similarities and the differences to maximize data management and preservation.

    Get your FREE copy right now!


  • With email archiving, flexible data export is key

    March 12, 2015

    With email archiving, flexible data export is keyCan your business quickly and easily export archived email data?

    In multiple file formats?

    Without conversions, workarounds and hassles?

    If not, you’re wasting time and money on compliance, legal and governance requirements.

    When it comes to flexible data export, basic email archiving functionality typically just isn’t enough for most modern businesses.

    Here’s the problem: some of the most popular, widely used email archive platforms include restrictive data export options that make it time consuming, expensive and hard to meet the ongoing and growing demands for data. Those export limitations have the potential to substantially and seriously increase the risks and costs associated with email management, archiving, compliance and discovery.

    But there’s some good news, too. Advanced cloud-based email archiving solutions provide businesses with added benefits and functionality, including data flexibility.

    Effectively preserving and searching data – and being able to easily retrieve it as needed – reduces the costs and risks of compliance, discovery and doing business in general.

    Here are two important data export considerations when evaluating the flexibility of a cloud-based email archive:

    Search results
    Some archives have zero flexibility: export of search results is all or nothing; individual messages and attachments can’t be downloaded. Look for a solution that provides the ability to filter and tag search results and export only and exactly what you need.

    File formats
    Some archives allow data to be exported only as a PST or proprietary file type; data must often be converted to another format. Look for a solution that enables flexible data export as PST, EML, NSF, PDF, HTML and TXT files.

    Have questions? Want more info? Need help?
    Let’s talk!


    About Sonian
    An early innovator in cloud-based archiving, Sonian preserves, protects and presents the world’s information. More than 19,000 customers in 40 countries trust Sonian’s secure proprietary SaaS platform and cloud search engine to retain and retrieve valuable data and protect intellectual property. Sonian manages more than 20 billion objects in the cloud; every day, 17 million new documents are uploaded to Sonian’s email archive, which is integrated with the world’s 5 largest public clouds.


    [Infographic] Archiving Emails, Instant Messages and Attachments

    [Infographic] Archiving Emails, Instant Messages and Attachments

    Protect intellectual property and cut data storage costs by leveraging the cloud.

    Don’t miss this infographic!


  • Search makes or breaks compliance and discovery

    March 9, 2015

    Search makes or breaks compliance and discovery

    Can you quickly and easily find and access the business data in your email?

    With today’s mounting regulatory, legal and governance requirements, the answer better be “yes.” Powerful and comprehensive search capability is a must for any modern business.

    The truth is that basic email archiving functionality isn’t enough anymore, especially when it come to search.

    Due to over collection and under collection, search limitations can substantially increase the risks and costs associated with compliance and discovery. But they don’t have to! The more advanced cloud-based email archiving solutions provide businesses with added benefits related to information management functionality, including unlimited search, unlimited retention and superior search.

    Effectively preserving and protecting data – and being able to easily search and retrieve it as needed – reduces the costs and risks of compliance and discovery.

    Here are three attributes to look for when evaluating the search functionality of a cloud-based email archive:

    Multiple search options
    Don’t settle for just wildcard and Boolean searches. Take advantage of the other search options available and the granularity they provide. Look for a solution that also includes proximity, fuzzy logic and custom query searches.

    Filtering and tagging capabilities
    What good is archiving information and being able to search for it, if you can’t narrow down the search results and categorize them? Filters help target specific and relevant results and weed out those you don’t need. Look for a solution that provides the ability to filter and tag search results.

    Flexible data export
    Some archives have zero flexibility: export of search results is all or nothing; individual messages and attachments can’t be downloaded. Some archives allow data to be exported only as a PST or proprietary file type. Look for a solution that enables flexible data export as PST, EML, NSF, PDF, HTML and TXT files.

    Have questions? Want more info? Need help?
    Let’s talk!


    About Sonian
    An early innovator in cloud-based archiving, Sonian preserves, protects and presents the world’s information. More than 19,000 customers in 40 countries trust Sonian’s secure proprietary SaaS platform and cloud search engine to retain and retrieve valuable data and protect intellectual property. Sonian manages more than 20 billion objects in the cloud; every day, 17 million new documents are uploaded to Sonian’s email archive, which is integrated with the world’s 5 largest public clouds.


    5 reasons businesses love email archiving

    [Infographic] 5 Reasons Businesses Love Email Archiving

    Protect your information, reputation and future.

    Take a look at the infographic!


  • Protecting critical data when employees go rogue

    March 5, 2015

    Does your organization take a bunch of precautions when hiring a new employee?

    Maybe potential hires are put through extensive interviews with many team members, their references are grilled and criminal background checks are conducted.
    Protecting critical data when employees go rogue

    Few prospective employees are given more scrutiny than cabinet-level secretaries, who must endure Senate hearings, FBI investigations and public scrutiny.

    With the New York Times breaking the story that former Secretary of State Hillary Clinton used her personal email account to conduct government business, many are asking what more employers can do to compel employees to follow policy.

    The State Department has a clear policy in place to archive all official communications and well-known NARA regulations require that any emails sent or received from personal accounts be preserved as part of the agency’s records.

    It does seem odd that a cabinet-level official would use a non-secure, non-archived communications channel to conduct official U.S. diplomatic business. Equally odd is the image of a prime minister somewhere opening an email from a U.S. diplomat with a yahoo address and taking it seriously. Regardless of Clinton’s motives in avoiding the secure communication provided to her, these actions and the subsequent actions of her aides have left an untold quantity of email messages unrecoverable.

    This type of rogue behavior can have dire consequences when later inquiries seek to gather source material. While your company may never face a Benghazi investigation, the discussions, documents and data that course through email clearly comprise intellectual property. That property is worthy of preserving because there is no way to know what will be considered important in the future.

    Employers (especially the State Department) need to identify rogue employees and compel them to comply with corporate communications policies. There were apparently no systemic monitors to identify Clinton’s official email account wasn’t being used. That should have been a red flag just a few weeks into her tenure and given the department ample opportunity to force corrective action.

    As we’re seeing in this case, finding out years after the fact doesn’t leave any room for correction; critical communications belonging to the U.S. government are likely forever unrecoverable.

    In the wake of so many email scandals that have happened in recent years, Mrs. Clinton should have known better and the State Department should have done a much better job of monitoring the communications flow to ensure its own policies were being followed. Both the rogue employee and the apathetic employer are to blame for this egregious loss of data. And it was completely avoidable.

    Have questions? Want more info? Need help?
    Let’s talk!


    About Sonian
    An early innovator in cloud-based archiving, Sonian preserves, protects and presents the world’s information. More than 19,000 customers in 40 countries trust Sonian’s secure proprietary SaaS platform and cloud search engine to retain and retrieve valuable data and protect intellectual property. Sonian manages more than 20 billion objects in the cloud; every day, 17 million new documents are uploaded to Sonian’s email archive, which is integrated with the world’s 5 largest public clouds.


    [White Paper] Archiving and the Cloud: Perfect Together

    [White Paper] Archiving and the Cloud: Perfect Together

    See how businesses are using cloud-based email archiving to effectively preserve data and cut storage costs and hassles.

    Get the white paper right now!


  • Preserve and protect your email in the cloud

    March 2, 2015

    If you’re struggling to manage and preserve email messages and file attachments…

    If you’re under pressure to retain information for compliance or discovery, but don’t want to leave older and infrequently accessed data on the server…

    If you’re saddled by the ongoing costs and diminishing benefits of traditional storage products…

    Preserve and protect your email in the cloud

    Take a look at cloud-based email archiving.

    Based on all the recent headlines, including this week’s new developments about a massive data breach, businesses and organizations of all types and sizes are dealing with similar email management, retention and security challenges.

    That’s the reason so many are turning to the cloud. With a cloud-based email archiving solution, you reduce the data store on your servers and eliminate the continuous capture and storage of information unlikely to be accessed. As a result, you decrease the amount of in-house storage needed for backup and also decrease the associated costs.

    But that’s only part of the story.

    With security in the spotlight (and rightly so!), Sonian’s email archive protects your data by taking it off your primary storage array, so it’s not at risk. Plus, in the public cloud, your data is protected with the integrity and security of industry-leading safeguards and protocols:

    • Immutable WORM storage
    • SSL encryption for data in transit
    • AES-256 encryption for data at rest
    • Secure, state-of-the-art, geo-dispersed data centers are FISMA, ISO 27001, SSAE-16, FedRamp and PCI-DSS compliant.

    With cloud-based email archiving, your risk and expenses don’t grow in proportion to your data.

    Have questions? Want more info? Need help?
    Let’s talk!


    About Sonian
    An early innovator in cloud-based archiving, Sonian preserves, protects and presents the world’s information. More than 19,000 customers in 40 countries trust Sonian’s secure proprietary SaaS platform and cloud search engine to retain and retrieve valuable data and protect intellectual property. Sonian manages more than 20 billion objects in the cloud; every day, 17 million new documents are uploaded to Sonian’s email archive, which is integrated with the world’s 5 largest public clouds.


    [White Paper] Backup vs. Archive

    [White Paper] Backup vs. Archive

    Know the similarities and the differences to maximize data management and preservation.

    Get your FREE copy right now!


  • Save time, money and hassles finding what you need

    February 26, 2015

    When you’re in IT, some things just naturally go together. Like servers and racks, Office 365 and cloud-based email archiving are a perfect match.

    Why? Here’s one major reason: search!

    Complementing Office 365’s native functionality with Sonian’s superior search saves you time, money and hassles.

    Save time, money and hassles finding what you need

    • Search millions of records in seconds with no limitations or timeouts

    • Get fast and accurate results

    • Find exactly what you need for discovery requests, compliance audits and internal investigations

    Sonian has no limitations on the number of mailboxes per search, the volume of results per search or the number of concurrent searches. Plus, Sonian provides keyword statistics for all searches.

    Here’s another search bonus: you can grant end users access to their own archives to easily find and retrieve those deleted and “lost” emails – without help from IT.

    Have questions? Want more info? Need help?
    Let’s talk!


    About Sonian
    An early innovator in cloud-based archiving, Sonian preserves, protects and presents the world’s information. More than 19,000 customers in 40 countries trust Sonian’s secure proprietary SaaS platform and cloud search engine to retain and retrieve valuable data and protect intellectual property. Sonian manages more than 20 billion objects in the cloud; every day, 17 million new documents are uploaded to Sonian’s email archive, which is integrated with the world’s 5 largest public clouds.


    [White Paper] Office 365 for the Enterprisedescribe the image

    Don’t miss all the valuable data-protection details in this Osterman Research white paper.

    Get your free Office 365 white paper now.


  • Data volume drives businesses to the cloud

    February 23, 2015

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    For most businesses, the amount of data under management is exploding. Best practices and mounting regulations are driving many data managers and business owners to adopt a keep-more-longer policy, creating significant challenges.

    An InformationWeek survey of storage technology professionals finds that:

    • 25% retain Office and SharePoint documents indefinitely; an additional 18% have no policy for disposal, which generally translates to “indefinite retention”

    • 42% have 100 or more terabytes under active management; 11% have 1 petabyte or more

    • 27% have consolidated storage into fewer, centrally managed systems; more than 70% are either currently using or considering cloud storage

    These and other indicators reveal a mounting trend toward data preservation. Plummeting cloud storage prices, driven by heated competition between the largest public cloud providers, make cloud economics undeniable. For the vast majority of businesses, it’s simply less expensive to move data to the cloud, where aggressive SLAs, pennies-per-gigabyte costs and scalable search can generate immediate ROI. The on-premises alternatives involve both significant CAPEX for systems acquisition and continuing OPEX for maintenance, support, upgrades, training, power, cooling, etc…

    For those who have yet to make their move to the cloud, exploring this emerging platform should be a data management priority. Making cloud part of your data management schema doesn’t mean shutting down your data centers (although there have been several high profile examples of organizations doing just that).

    Offloading infrequently accessed data is a low-risk cloud implementation that frequently evolves into migrating business critical applications to the cloud. One popular starting point for cloud migrations is email archiving. For the uninitiated, email archiving involves flipping a switch within the messaging server to allow journaling. This copies every inbound and outbound message to a secure archive – creating an immutable record of every message and file attachment. This has some obvious advantages around data preservation, on-boarding new employees and conducting investigations (who said what, when). But it has larger operational implications, as the scope of litigation routinely involves the production of electronic correspondence.

    Take a look at these recent harbingers of a “new era” in email. Former San Diego interim Mayor Todd Gloria declared that the city would begin to delete year-old emails. This may seem like an innocuous municipal decision, but when you consider that the conversations and contracts contained in email would no longer be available, there are obvious ramifications for residents. Should your dispute with the city take more than a year to get before a judge, your ability to seek redress would be significantly impaired when the city says, “we no longer have any of those records.” A more severe example is the situation in Muscatine County, Iowa. The decision-makers there, faced with the reality that “email tells the story,” are now refusing to archive any of them, as they may later be used against them.

    With apologies to the Borg, resistance to the cloud is futile. Cloud service providers have bet billions on this computing paradigm succeeding – and it’s going to. (Yes, we’re biased!) If you have data management challenges, you owe it to yourself and your bottom line to look at the cloud.


    About Sonian
    An early innovator in cloud-based archiving, Sonian preserves, protects and presents the world’s information. More than 19,000 customers in 40 countries trust Sonian’s secure proprietary SaaS platform and cloud search engine to retain and retrieve valuable data and protect intellectual property. Sonian manages more than 20 billion objects in the cloud; every day, 17 million new documents are uploaded to Sonian’s email archive, which is integrated with the world’s 5 largest public clouds.

    Have questions? Want more info? Need help?
    Let’s talk!


    [VIDEO] Data preservation is a business best practice

    [VIDEO] Data preservation is a business best practice

    See how businesses are preserving the valuable information in emails and attachments.

    Watch the video 


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