By default, email in Cloudiance zMailCloud mailboxes is stored until deleted by customers, with copies backed up to provide 7 days, and in the case of Exclusive Hosting, even more days of undelete/restore. Yet, some customers have additional requirements, must store email longer, for years, and even in perpetuity.
Email archiving, what we call KeepSafe, retains every email sent & received (outbound & inbound), including attachments, into a separate private archive mailbox. Also known as legal compliance archiving, you may add the new Email Archiving service to individual mailboxes for indefinite retention (including deleted messages!) for $6 per month per archive*, with 7 GB included storage per archive.
We keep your email archives as long as you continue the email archiving service— this could cover years of your email use, allow you to recover email from a mailbox that may have been deleted long ago. For instance, some companies enable archiving so they can recover client communications with former employees.
Legal Compliance Archiving is particularly useful to fulfill legal compliance (SOX, HIPAA…) and other organizational policy requirements. We have specialized solutions ready to meet common requirements, such as FINRA and SEC compliance, used by brokerage firms, among others.
Instructions to enable KeepSafe on any one, or more of your mailboxes. Requires Cloudiance portal login (customers only).
Using KeepSafe archives to manage large mailboxes by dividing email by date. Requires Cloudiance portal login (customers only).
What does the KeepSafe service do?
KeepSafe captures any email sent or received by an individual account from the time it is enabled indefinitely, and optionally, emails may be prevented from modification or deletion, so they can be used as regulatory-compliant evidence.
Optionally, the archives may, or may not directly accessible and managed through the Cloudiance Portal. If used for compliance, typically archives will not be regularly accessible, whereas when used functionally to keep large mailbox smaller, they will.
Can I access/search accounts with KeepSafe enabled for individual emails?
Optionally, yes! You may access them via the web like an ordinary mailbox, where they may be shared to your primary mailbox for easy access, or accessed via a mobile device, where even though you only store 30 days of mail, the device will search remotely the entirety.
Cross mailbox searching may also be accomplished. For that, please open a ticket with our support team with your request.
Can I export a KeepSafe account?
Optionally, yes! If you have access via the web, use the normal Preferences > Export option, or please open a ticket with support with your request.
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*This pricing may be out of date. Please see Pricing for current pricing, which supersedes any pricing listed in this kbase article.
