Why is Email Continuity Important?
Email is a lifeline for countless businesses, helping them stay connected and productive. Email continuity ensures that even when there’s a hiccup in the system, critical messages can still be sent and received. This means that businesses can continue to function, and productivity is not impacted. This is especially important for companies that rely heavily on email, like those in finance or healthcare, where timely information exchange is crucial. In addition, email continuity ensures that important communications are not lost, and that businesses can maintain regulatory compliance.
How Does Email Continuity Work?
Email continuity acts as your safety net during email system outages by providing an uninterrupted service. It usually involves a secondary email system, often hosted in the cloud, that activates when the primary system is down and does not rely on the same infrastructure as the primary system. Users are automatically redirected to the secondary system, ensuring that they can still send and receive emails. Once the primary system is back, the secondary system syncs any emails sent or received during the outage, ensuring that users do not miss any important communications.
Email Continuity vs. Backup
Email continuity and backup solutions may seem similar, but they serve different purposes. Email continuity ensures that users can still send and receive emails during an outage, while backup solutions protect against data loss by creating copies of all email data.
Email Continuity Solutions
There are numerous email continuity solutions available, from simple, standalone options to more advanced, enterprise-level ones. Here’s an explanation of each type, along with examples:
Cloud-based email continuity solutions:
These solutions provide uninterrupted email service by hosting the secondary email system in the cloud. Cloud-based solutions offer several advantages, such as accessibility from anywhere, automatic updates, and scalability. They are typically easy to set up and manage, making them suitable for businesses of all sizes.
- Mimecast Email Continuity: Mimecast offers a cloud-based email continuity service that ensures uninterrupted email access during outages. Their solution integrates with Microsoft Exchange and Office 365, providing real-time email failover during downtime.
- Datto SaaS Protection: Datto provides an email continuity solution designed to work with Office 365 and G Suite. It offers automatic failover, backup, and recovery for emails, contacts, and calendars.
Email failover solutions:
Email failover solutions automatically redirect email traffic to a secondary email server or system when the primary server is down. These solutions help maintain uninterrupted email service and usually involve monitoring the primary email system’s health to detect outages quickly.
- Barracuda Email Security Gateway: This solution offers an email failover service that redirects email traffic to a secondary server when the primary server is unavailable. It also provides protection against email threats like spam, phishing, and malware.
- SolarWinds Mail Assure: SolarWinds’ email failover solution ensures continuous email service by rerouting email traffic to a secure server during primary server outages. It also includes email filtering, threat protection, and archiving.
Hybrid solutions combining email continuity and backup:
These solutions offer the best of both worlds, providing uninterrupted email service during outages and protecting against data loss by creating copies of all email data. They usually involve a combination of on-premises and cloud-based systems, offering greater flexibility and control over email management.
- Microsoft Office 365 and Azure: Combining Office 365 with Azure’s cloud storage, businesses can create a hybrid solution that ensures email continuity while also backing up email data to the cloud. This setup allows businesses to maintain email functionality during outages and recover lost data when needed.
- Proofpoint Essentials: Proofpoint Essentials is a comprehensive email security solution that includes email continuity and backup features. It provides uninterrupted email access during outages, threat protection, and email data backup and recovery.
When choosing an email continuity solution, consider factors like cost, ease of use, scalability, and compatibility with your existing email system.
Best Practices for Email Continuity
To make the most of email continuity and ensure its effectiveness, follow these best practices:
- Regularly test your email continuity system: Schedule routine tests to verify that your email continuity solution is functioning as expected. Regular testing helps identify potential issues before they become critical and ensures your system is ready to handle real outages.
- Have a clear communication plan for outages: Develop a communication plan that outlines the steps to follow in case of an email outage. This plan should include instructions on how employees can access the secondary email system, as well as contact information for key stakeholders and customers.
- Keep backups of all email data: Even with an email continuity solution in place, it’s essential to maintain backups of all email data. This ensures that you can recover lost data if necessary and provides additional protection against data loss due to system failures, cyber attacks, or human error.
- Ensure your email continuity solution is scalable: Choose a solution that can grow with your business and handle increasing email volumes. Scalable email continuity solutions can accommodate the changing needs of your organization without requiring significant upgrades or additional investments.
- Maintain up-to-date contact information for all employees and stakeholders: Keep an accurate and current list of employee and stakeholder contact information. This ensures that you can quickly communicate with everyone involved during an email outage and provide essential updates or instructions.
- Train employees on email continuity procedures: Make sure your employees understand the email continuity process and know what to do during an outage. Regular training sessions and refreshers can help keep employees informed and prepared to handle any disruptions.
- Monitor and analyze email system performance: Continuously monitor your email system’s performance to identify potential issues or areas for improvement. Analyzing system performance can help you optimize your email infrastructure and reduce the likelihood of outages.
- Collaborate with your email continuity provider: Maintain an open line of communication with your email continuity solution provider. They can offer valuable insights, recommendations, and support to help you optimize your email continuity strategy and ensure its effectiveness.
- Review and update your email continuity plan: Periodically review your email continuity plan to make sure it stays up-to-date and reflects any changes in your organization or industry. Update your plan as needed to ensure that it remains effective and aligned with your business objectives.
By following these best practices for email continuity, you can minimize the impact of email outages on your business and ensure that important communications continue to flow seamlessly.
Email Continuity for Small Businesses
For small businesses, email continuity can be a lifesaver during outages. Cloud-based email continuity solutions are often a great choice for smaller companies, as they’re typically user-friendly and cost-effective. It’s also vital to have a clear communication plan in place for outages. This should include information on how employees can access the secondary email system, as well as contact information for key stakeholders and customers.
Email Continuity for Enterprises
For larger enterprises, email continuity solutions can be more complex and require additional planning. Hybrid solutions that combine email continuity and backup are usually a good choice, providing both uninterrupted email service and protection against data loss. Enterprises should also ensure that their email continuity solution is scalable and can handle a large volume of emails. Regular testing should also be conducted to ensure that the system is working properly and can handle a high volume of traffic.
Email Continuity and Compliance Regulations
For businesses in highly regulated industries, such as healthcare or finance, email continuity can help maintain compliance even during email outages. Choose an email continuity solution that meets your industry’s specific regulatory requirements, and regularly test and document your system to demonstrate compliance.
The Future of Email Continuity
As businesses become increasingly reliant on email, the need for email continuity solutions will only continue to grow. In the future, we can expect to see more advanced email continuity solutions that incorporate machine learning and other technologies to provide even greater levels of protection and reliability.
Email continuity is a vital tool for businesses of all sizes, ensuring that important communications continue to flow even during email outages. By following best practices and choosing the right email continuity solution, businesses can safeguard against downtime, data loss, and maintain regulatory compliance.
1. How does email continuity work?
Email continuity works by providing uninterrupted email service during an outage, typically using a secondary email system that activates when the primary system is down.
2. What is the difference between email continuity and backup?
Email continuity ensures uninterrupted email service during an outage, while backup solutions protect against data loss by creating copies of all email data.
3. What are some best practices for email continuity?
Best practices for email continuity include regular testing, having a clear communication plan in place, keeping backups of all email data, and ensuring the solution is scalable.
4. What email continuity solutions are available?
Various email continuity solutions are available, such as cloud-based solutions, email failover solutions, and hybrid solutions combining continuity and backup.
5. Why is email continuity important?
Email continuity is important because it ensures that important communications can still be sent and received, even during an email outage. This helps businesses maintain productivity and regulatory compliance.