Business continuity planning is an important part of running an enterprise. You need to set up replacement services for all of your company’s essential functions in anticipation of a possible disaster. One indicator that there are problems with your company is if your email system suddenly becomes unavailable. You don’t want to give customers and suppliers the impression that your enterprise has gone out of business.
Your business continuity plan should cover physical accommodation contingencies as well as a network disaster recovery plan. Unfortunately, you can’t leave the replacement of essential services, such as email until the last minute, which means you need to put in place an email continuity service now before anything goes wrong.
No time to read the whole post? Here is our list of the best email continuity tools:
- SolarWinds Mail Assure A cloud-based email security system that includes email continuity, email archiving, and protection against spam, phishing, and email-borne malware.
- Proofpoint Essentials Bundles email continuity services with email filtering and archiving.
- Topsec Email Continuity An add-on module to Topsec Email Security. Can provide cover for 14 or 30 days of outage.
- Barracuda Essentials A cloud-based package that includes continuity, archiving, and protection from spam, malicious content, and data theft.
- modusCloud Cloud-based protection for Microsoft Outlook and Office 365. Includes archiving and email encryption as well as spam, phishing, malware, and link filtering.
- Hornetsecurity Email Continuity Service A cloud-based email gateway that provides continued email access when the primary email server goes offline.
- Trend Micro Hosted Email Security A comprehensive cloud-based email security bundle that includes email continuity services.
- Mimecast Email Continuity A cloud-based continuity service that can cover for a failed email server for seven days.
- DuoCircle Email Continuity A cloud-based service that will cover for a failed email server for up to 30 days.
- AppRiver Email Continuity An always-on edge service to cover for email server outages.
Email continuity tools are like insurance policies. They are a business expense that covers you in case things go wrong. If nothing ever goes wrong, it might feel as though you wasted your money. However, you need this “just in case.”
In order to cover all eventualities, you need your email continuity tool to be based off-site. Fortunately, thanks to the Cloud, there is an abundance of remote facilities to choose from. In fact, you may need to spend a lot of time researching the entire market. To cut down the amount of time you need to spend looking into candidates for this important service, we have done all the legwork and created a shortlist.
The best email continuity tools
All of these systems are available as cloud-based services, so you can still keep your business operating even if your premises burn down or get washed away in a flood.
You can read more about each of these options in the following sections.
1. SolarWinds Mail Assure
SolarWinds Mail Assure is a product of the SolarWinds MSP division. As such, it is aimed at MSPs so they can offer email services to their clients. However, this is a cloud-based system and there is no reason why end clients can’t use the service direct.
The email continuity part of the plan is constantly available and will cover for technicians taking the server down for maintenance – it is not just there for times of business-wide catastrophe. The ability to take your main server offline during business hours is a great advantage because it means you don’t have to ask your technical staff to work into the night or at weekends in order to perform upgrades or replacements to your email server software.
The continuity service can cover for your lost email servers for up to two weeks at a time. Not only will your business be able to continue to receive emails, but internal and outbound emailing are also facilitated by this utility. The console for the service is available from anywhere via a web browser or mobile app.
Email continuity services are just a part of this package. The Mail Assure system is an edge service that provides all of the email protection systems that you need. As well as continuity, the plan includes automatic email archiving in encrypted cloud storage.
All of your company’s incoming emails will run through the Mail Assure servers before they reach your own email server. This enables the service to filter out spam and malicious content. All outbound emails also pass through Mail Assure, which scans for the disclosure of sensitive data.
The Mail Assure service is a full email security suite. It blocks phishing and impersonation emails and it also implements data loss protection and identifies insider threats. The service can protect cloud-based email servers, such as Office 365 as well as your on-premises servers.
SolarWinds offers a 30-day free trial of Mail Assure.
2. Proofpoint Essentials
Proofpoint Essentials is a bundle of email security measures that includes email continuity, email archiving, email server protection and social media protection. This cloud-based service is a good solution for small and middle-sized enterprises.
Emergency Inboxes are in place as soon as you set up your account with Proofpoint. This means that you are ready for any disaster immediately. In the event of your email server going down, the gateway inbox will just keep trying to forward emails constantly until the email server comes back up and returns an acknowledgment. That process can continue for 30 days and in the meantime, emails are accessible by staff directly from the gateway.
The 30-day coverage for failure is exceptional. Proofpoint Essentials has other outstanding features, which include automatic email archiving. Emails are stored, together with attachments in an encrypted state on cloud servers. The storage period for each email lasts for 10 years.
In addition to these disaster recovery measures, Proofpoint Essentials operates live email security, filtering out spam, malware, imposter attacks, and malicious URLs. Outgoing emails are scanned as part of a data loss prevention strategy.
Proofpoint Essentials is available on a 30-day free trial.
3. Topsec Email Continuity
Topsec produces Email Security, which blocks spam and malware-carrying emails. Topsec Email Continuity is an available add-on for that email protection system. Both Email Security and Email Continuity are cloud-based services, so you won’t need to install any software on your own site. The remote server delivery model is preferable from continuity systems because it avoids your continuity system from being caught up in the same environmental disasters that could knock out your primary email servers.
The service supplies a web interface where intercepted incoming emails can be accessed. The environment also allows users to compose and send emails that will carry the regular email addresses supported by the primary email server. The service is available in two editions: Standard and Advanced. The Standard Email Continuity package will cover for an outage of up to 14 days and the Advanced service will provide email server substitution for 30 days. The continuity service includes anti-spam and anti-malware filters.
4. Barracuda Essentials
Barracuda Essentials is a package of edge services for email systems. The cloud-based front-end is able to hold on to emails for up to 96 hours, should the primary server fail. While the emergency inbox is in operation, employees can still receive and send emails through the browser-based console of the Barracuda service. This service gets set up when you open an account and is automatically available for that point on.
All inbound and outbound email of the protected business gets routed through the Barracuda servers. The email gateway filters out spam, phishing and imposter attempts, and emails carrying malware and forwards on all legitimate emails to your email server.
The gateway retains all of those legitimate emails for 96 hours, which is how the continuity service can be instantly available – it is built into the email protection service. The administrator has the option of switching the nominated primary server to get the gateway to forward emails to a new email server in a new location, should the premises be destroyed and a new email server put in place elsewhere.
Barracuda Essentials also includes a secure archiving service for all legitimate emails. The emails are encrypted and stored securely on a cloud server. They can be restored to the primary email server individually or in bulk on demand.
You can get a 14-day free trial of Barracuda Essentials.
Vircom’s modusCloud is an edge service protection system for email servers. All the protected company’s incoming and outgoing emails pass through the modusCloud servers. This strategy enabled Vircom to integrate an email continuity service into this package.
The emergency inboxes of the gateway can cover for a primary email server failure for 90 days. All staff will be able to continue to receive and send email through a web browser interface to the modusCloud server. The server can also be accessed through apps for mobile devices.
The continuity service is always on and will automatically detect when your primary server goes down. It will also automatically detect when your email server comes back up again and sync all stored emails.
Other major features of modusCloud are email protection and archiving. The archive is encrypted but instantly available. Companies can even choose to give each email account holder direct access to the archive.
The security features of modusCloud are to block spam, phishing attempts, impersonators, and malware. The system roots out malicious links and scans all images and attachments for malware. It is also possible to use the modusCloud filters to block inappropriate content and examine outgoing email as part of a data loss prevention strategy.
Vircom offers a 30-day free trial of the modusCloud system.
6. Hornetsecurity Email Continuity Service
Hornetsecuirity provides a range of email protection systems, including its Email Continuity Service. This cloud-based service automatically retains all emails for 90 days, so if a failure at the primary server causes past emails to be lost, they can be restored from the Hornetsecurity server.
The stand-in continuity email server kicks in automatically as soon as the primary email server goes down, whether in a planned outage or an unexpected disaster. The Hornetsecurity server also automatically detects when the primary server is back up and will sync all missed emails.
While the primary email server is unavailable, all company employees can access incoming email and send out emails through a web browser that connects to the remote Hortnetsecurity server. The display of emails makes it clear which past emails have already been sent to the primary email server – they are still available in the continuity service’s interface.
Other Hornetsecurity services include email protection and email archiving.
7. Trend Micro Hosted Email Security
Trend Micro’s Hosted Email Security service is a cloud-based edge service that is available in two editions: Standard and Advanced. The Advanced package includes email continuity services – the Standard package does not.
The email continuity system provides a standby email system that gives uninterrupted use of email in the event the primary email server goes down. During that email server downtime, users can access their inboxes directly on the Trend Micro server through a web browser or mobile app. The service will automatically sync the primary server with missed emails when it comes back online.
Other features in the Hosted Email Security package include the scanning of all incoming emails for spam, malware, malicious URLs, infected images and attachments, phishing attempts and impersonator emails. Outgoing email can be scanned as part of a DLP strategy and suspicious activity on an email account can be remediated by account suspension in case of possible insider threats or compromised accounts.
Trend Micro offers Hosted Email Security on a 30-day free trial.
8. Mimecast Email Continuity
The Mimecast Email Continuity service is a cloud-based system that can replace an offline email server for up to seven days. The service provides email server activities, communicating directly with all of the email client software operating within the organization. End users will not be able to tell that the primary email server has gone down because the email service will continue as usual.
If for some reason, the regular email client used by the business also becomes unavailable, all users can access their accounts on the continuity email server to send and receive emails.
The Mimecast Email Continuity service automatically detects when the primary email server becomes available again and updates with missed emails.
Mimecast also offers email protection services in the form of the Secure Email Gateway. This scans incoming emails and roots out spam, malware, phishing attempts, and impersonations. It is also able to examine outgoing emails as part of a data loss protection strategy.
9. DuoCircle Email Continuity
DuoCircle Email Continuity can stand in for a damaged primary email server for up to 30 days. It is also able to provide email services if the email server is taken offline for a planned outage. Users are able to send and receive emails on the corporate domain through a web browser client that connects to the continuity server. Received emails are queued on the DuoCircle server and automatically synced to the primary email server when it returns to service.
This continuity service is a cloud-based edge service and it is available in two editions. It can be subscribed to as a standalone package or combined with a spam filter.
10. AppRiver Email Continuity
The AppRiver Email Continuity system is an online edge service that can cover for primary email servers while they are down for maintenance or when they unexpectedly get knocked out. When an outage occurs, users can access their email accounts through Outlook.com, supplied by the continuity email server. Not only are they able to continue to send and receive emails, but they can also access their received emails for the past 30 days. The AppRiver service will continue to buffer emails until the main email server comes back online, at which point it will transfer over all missed emails.
The continuity service is always on and includes a spam, phishing, and malware filter. AppRiver offers the email continuity service on a free trial.
Choose an email continuity solution
There are many competent email continuity solutions on the market, but now you can narrow your search to ten of them. Take advantage of the trials that many of these services offer in order to decide on the right email continuity system for your business.