Email Archiving Software Comparison: Shared SaaS vs Dedicated Cloud vs On Premise Server

Updated: Jan 11, 2021


Email Archiving Solutions Comparison: Shared SaaS vs Dedicated Cloud vs On Premise Server

Organisations looking at deploying an email archiving solution have three types of email archiving service solutions to select from:

  1. Shared SaaS Email Archiving On Cloud

  2. Dedicated Email Archive On Cloud

  3. Dedicated Email Archive On Premise Email Archiving

This email archiving solutions comparison article aims to help organizations understand and compare the working of these three solutions. The pros and cons of each and the fit of each of these email archival solutions.

(We have assumed the use of AWS Cloud for the dedicated cloud setups.)

Essentially an organization is looking to retain a copy of every mail exchanged by all users in a secure enterprise email vault in order to recover and serve compliance requests.


Email Archiving Solutions Comparison  – SaaS vs On Premise vs On Cloud

AttributeShared SaaS Archiving On CloudDedicated Email Archive Solution On CloudDedicated Email Archive Solution On PremiseModelWith SaaS Archiving, Simply Subscribe, Configure and Consume the services.Provision the server and storage infrastructure on the dedicated cloud. Next, deploy the Archiving software on this infrastructure, and finally configure for high availability and security, and use this setup.With on premise email archiving, provision server and storage infrastructure in premise (bare metal or virtualized). Next, deploy the Archiving software on this infrastructure and finally configure for high availability and security.InfrastructureNo infrastructure required at your end except an Internet connection to allow transport of mail from the Primary mail servers to the Archival service on the cloud.Setup a server and storage on the dedicated cloud, in your own AWS cloud account, and install the chosen email archiving software on it. The instance type and storage capacity will depend on the number of users and the retention period.


There are two options to connect this to your Primary mail servers:

  1. Over the Internet or

  2. With a direct connection between the data center and the cloud (DirectX)First of all, setup a server and storage in your data center, and install the chosen email archiving software on it. The server capacity and storage capacity will depend on number of users and the retention period. The users access this over the LAN/WAN.Working

  3. A copy of the mail from the Primary mail servers is pushed into the multi-tenant SaaS setup over the Internet

  4. The users of the organisation now access the self-service portal over the Internet or over a direct connection between the data center and the cloud (DirectX) to help them discover and recover mail on demand

  5. The administrators can manage the setup and serve compliance requests via the Admin Panel

  6. A copy of the mail from the Primary mail servers is pushed into the dedicated Archival setup over the Internet OR over a dedicated link between your data center and the AWS cloud (DirectX)

  7. The users of the organisation access a self-service portal over the Internet or over the direct connect to help them discover and recover mail on demand

  8. The administrators can manage the setup and serve compliance requests via the Admin Panel

  9. A copy of the mail from the Primary mail servers is pushed into the dedicated Archival setup over the LAN

  10. The users of the organisation now get a self-service portal to help them discover and recover mail on demand

  11. The administrators can manage the setup and serve compliance requests via the Admin PanelPros

  12. Opex model, pay as you go, no Capex required

  13. No maintenance and monitoring of infrastructure

  14. Guaranteed performance and durability of data

  15. Elastic storage

  16. Solution and platform designed for high security

  17. Captive private deployment with full control and the benefits of a cloud platform.

  18. Opex model, pay as you go, no Capex required

  19. Captive private deployment with full control

  20. Can use existing components for compute and storage (if available)Cons

  21. Archiving and access to the archival application on the cloud can put pressure on the Internet bandwidth

  22. Setup needs to be designed for reliability, security and high availability

  23. Re-architecting required for growing storage demands

  24. Re-architecting required for new security threats

  25. Plan upgrades and updates of the software in order to handle new solution demands

  26. Internal Teams to maintain and monitor the setup 24/7 and deliver on SLA

  27. High storage cost on cloud, so need to plan for cost optimisation

  28. Setup needs to be designed for reliability, security and high availability

  29. Re-architecting required for growing storage demands.

  30. Re-architecting required for new security threats

  31. Plan Upgrades and updates of the software in order to handle new solution demands

  32. Internal Teams to maintain and monitor the setup 24/7 and deliver on SLA

  33. Capex to purchase and AMCs to maintain the infrastructure

  34. Setup needs a backup solution in place for disaster recovery


Bill of Material (BOM)

AttributeShared SaaS Archiving On CloudDedicated Email Archive Solution On CloudDedicated Email Archive Solution On PremiseRecurringSubscription cost of the email archive softwareDepends on the SaaS service chosenDepends on the email archival software license purchasedDepending on the email archival software license purchasedCost of supportIncludedMostly this will be extra, and over and above the software license costMostly this will be extra, and over and above the software license costServer and storageIncludedServer instance and storage on the cloud in Opex modelServer and storage with AMCs in Capex modelMonitoring and MaintenanceIncludedCustomer needs to deploy systems and teams for maintenance and monitor the setup 24/7Customer needs to deploy systems and teams for maintenance and monitor the setup 24/7Service DeskCustomer needs to deploy a team to handle end user queriesCustomer needs to deploy a team to handle end user queriesCustomer needs to deploy a team to handle end user queriesDirect connection to the cloudOptional to reduce pressure on Internet Bandwidth – as actuals from the service providerOptional to reduce pressure on Internet Bandwidth – as actuals from the service providerNot requiredOne timeOnboardingMost services include onetime cost into the subscriptionExtraExtra


Conclusion: So Which Email Archiving Service To Go For?

We hope this article provided sufficient inputs about SaaS vs on-premise pros and cons. The scope of cloud vs on-premise comparison being comprehensive, we have covered all bases including working, infrastructure, email security, model, onboarding, support and many more.

From the email archiving solutions comparison above; SaaS archiving services which are easy to sign up and offers too many benefits for businesses to ignore.

Popular email solutions like Microsoft Exchange, Google Apps, Office 365 etc also have a native email archiving solution. Many would think that these native archiving solutions are enough of a guarantee for data security. However, there are situations such as accidental loss of mail data, which may require a business to consider a third-party email archiving solution such as Vaultastic for an additional security for their critical mail data.

Related blog: 5 Reasons Why SMEs Should Migrate To Cloud-based Services

Want to learn more on email archiving? We suggest you watch a video of how email archiving works, use a live demo account of the product (no sign up required) and then sign up for a no-obligation free 30-day live trial.

Want an in-depth discussion?  Our archival experts are ready to talk to you, one on one to suggest archival best practices, to help you manage email storage better, learn how to make use of all the archived business email for business intelligence and stay ready for regulation compliance. Contact us today.

Want to just keep updated with the latest in Email Archival? Watch recordings of email archiving webinars to understand in depth how enterprise email archiving can benefit you. Most of our webinars are well-researched stories about live customer use cases, as narrated by the customer and an AWS team member Live.

(A slightly different variation of this article has also appeared on StartupCity’s February 2017 edition.)


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