Email Backup

What is email backup?
Different types of email backup
Secure email backup in a cybersecurity strategy
How to ensure effective and secure email backup
Best practices for secure email backup
Learn more about email backup

What is email backup?

Email backup is the process of creating a copy of email data, including messages, attachments, and other email-related information, and storing that copy in a secondary location for preservation and recovery purposes.

Email backups help prevent data loss and ensure continuity in communications. The primary purpose of email backup is to have a reliable copy of email data that can be restored in the event of data loss. Secure and comprehensive email backups also support data loss protection, regulatory compliance, corporate security, and initiatives such as remote work.

What are the differences between email backup and secure email backup?

Email backup is effective in creating copies of email data and protecting against loss. Secure email backup includes additional security measures to protect the data from unauthorized access, breaches, or corruption during both the backup process and while the data is at rest in the backup location.

Feature	Email Backup	Secure Email Backup
Purpose	To preserve copies of email data.	To preserve copies of email data securely.
Security Measures	Basic, may include password protection.	Advanced, includes encryption, access controls, and multi-factor authentication.
Data Integrity	Basic checks to ensure data is not corrupted.	Comprehensive integrity checks, often with end-to-end encryption to prevent tampering.
Accessibility	Data may be stored on servers or local drives without stringent access controls.	Data is stored with strict access controls and often in compliant, certified environments.
Compliance	May not comply with specific industry regulations.	Designed to comply with General Data Protection Regulation (GDPR) and other industry regulations.
Recovery Features	Basic recovery options.	Advanced recovery options including point-in-time recovery, and secure recovery processes to prevent unauthorized access during recovery.
Monitoring	Minimal to no monitoring of backup integrity.	Continuous monitoring of backup integrity and alerts for potential security threats.
Cost	Generally less expensive.	More expensive due to enhanced security measures and compliance features.

It’s important to understand the key features and protections offered by an email backup solution to ensure that it meets the security requirements necessary for your data.

How is secure email backup different from email archiving?

Many people confuse email backup and email archiving. Both play important but distinct roles in email data management and protection.

Feature/Function	Email Backup	Email Archiving
Purpose	To ensure data can be restored after data loss incidents such as server failures or accidental deletions.	To store emails in a searchable repository for long-term retention and e-discovery purposes.
Data Retention	Typically short to medium term, backups are rotated, and older backups may be deleted.	Long-term retention, often for legal or compliance reasons; data is retained indefinitely or as required by regulations.
Accessibility	Generally not structured for easy access; used for restoration purposes.	Designed for quick and easy access and searchability of emails.
Organization	Backups may not be organized in an easily searchable manner; they mirror the existing structure at the time of backup.	Emails are archived in an organized manner, often with metadata and indexing to facilitate searches.
Frequency	Performed regularly (e.g., daily, weekly) to capture recent data. Real-time or near real-time backups are ideal for critical email data that is frequently updated.	Archiving can be continuous or occur at scheduled intervals, focusing on all incoming and outgoing emails.
Deletion Policies	Backups can be deleted after a new backup is created or after a certain period.	Archiving policies usually prevent deletion until the end of the retention period, regardless of storage limitations or new data.
Security	Focuses on protecting data from loss.	Highly focused on compliance with legal, regulatory, and organizational policies.
Compliance	Less focused on legal compliance; more about data protection and recovery.	A primary focus with support for e-discovery, audit trails, and other compliance-related functions.
Cost	Costs are associated with storage space and backup processes.	Typically higher due to the need for sophisticated management, search capabilities, and long-term storage solutions.

You need both email backup and email archiving. Archiving is not designed for the recovery of data after an accidental deletion or system failures. Backups are not designed for e-discovery or searching for historical data. Businesses typically require both email backup and email archiving solutions to fully safeguard their email data and meet various regulatory obligations.

Different types of email backup

What is cloud-to-cloud email backup?

Cloud-to-cloud email backup refers to the process of creating a complete secure backup of a cloud-based email system and storing that backup in a separate cloud environment. This type of secure email backup solution ensures data redundancy and recovery in case the primary email service is compromised by cyberattack, insider threats, or vendor infrastructure disruptions. Cloud-to-cloud backup is important for companies that rely heavily on cloud-based email services and need to ensure their email data remains safe and recoverable through any disruption in email service.

How do cloud-based email backup and on-premises backup compare?

Comparing email backups in the cloud to on-premises backups using a purpose-built backup appliance (PBBA) highlights several differences in terms of deployment, cost, performance, and security.

Feature	Cloud Backup	On-Premises PBBA
Initial Cost	Lower upfront costs; pay-as-you-go pricing.	Higher upfront investment for hardware and setup.
Operational Cost	Ongoing subscription fees; costs can vary.	Fixed costs after initial investment; maintenance costs.
Scalability	Highly scalable; can adjust resources as needed.	Limited by physical capacity; may require new hardware for expansion.
Data Security	Good with encryption, but reliant on third-party.	Complete control over security measures; data never leaves the premise.
Data Control	Less control over data storage and handling.	Full control over data and backup processes.
Backup Speed	Dependent on internet speed.	Typically faster, limited by local network speeds.
Recovery Speed	Dependent on internet speed.	Fast recovery, especially for large volumes of data.
Data Accessibility	Accessible from anywhere with an internet connection.	Access only from within the network or via pre-configured remote access.
Compliance	Can be compliant, but dependent on provider.	Easier to ensure compliance with local data laws.
Physical Security	Dependent on third-party measures.	Controlled internally; dependent on local measures.
Redundancy	Generally excellent; multiple data centers.	Requires additional configuration and investment.
Maintenance	Handled by service provider.	Requires internal resources for maintenance.
Dependency	High dependency on internet access and provider.	Low dependency on external factors; more self-contained.

Cloud-based email backups offer secure off-site storage, ease of management, and scalability, while on-premises PBBAs provide higher performance, reduced network bandwidth usage, and faster local recovery. The choice between the two approaches depends on the organization’s specific requirements. Data volume and compliance needs are major considerations in whether to use cloud-based, on-premises, or hybrid email backup solutions.

Secure email backup and Microsoft 365, Microsoft Exchange Server, and Microsoft Online Exchange

Creating a secure email backup system for Microsoft 365, Microsoft Exchange, or Microsoft Exchange Online requires full consideration of the platform. These Microsoft services have differences in architecture and deployment.

Feature	Microsoft 365 Email	Microsoft Exchange Server Email	Microsoft Exchange Online Email
Platform	Cloud-based	On-premises	Cloud-based
Backup Solution	Relies on Microsoft’s data redundancy and recovery mechanisms. No backup solution provided.	Customers are responsible for implementing their own backup solutions, such as tape backups or backup software.	Similar to Microsoft 365, relies on Microsoft’s data redundancy and recovery mechanisms. No backup solution provided.
Control over Backup	Microsoft manages the infrastructure and processes.	Customers have full control over the backup process and data retention policies they have implemented.	Microsoft manages the infrastructure and processes.
Compliance and Retention	Customers are responsible for implementing their own backup and archiving solutions to meet long-term retention and compliance needs.	Customers have the flexibility to meet specific data retention and compliance requirements through their own backup strategies.	Customers may need to use third-party backup and archiving solutions to meet specific data retention and compliance requirements.
Similarities	All three solutions are built on the Microsoft Exchange email platform, providing similar core email functionality and allowing for synchronization of email, calendars, and contacts across devices and clients.
Differences	Microsoft 365 and Exchange Online rely more on Microsoft’s own data redundancy and recovery mechanisms, while on-premises Exchange Server requires customers to manage their own backup infrastructure.
Deployment	Cloud-based as part of the Microsoft 365 suite.	On-premises server managed internally by the organization’s IT staff.	Cloud-based, hosted version of Exchange, offered as a standalone service without the broader Microsoft 365 suite.

While Microsoft 365 and Microsoft Exchange Online provide some data redundancy and recovery capabilities, they do not offer a traditional backup solution. Customers are responsible for deploying additional backup and archiving solutions to protect these Microsoft email systems. Microsoft recommends using third-party backup for email and other data.

Secure email backup in a cybersecurity strategy

How does secure email backup defend against the most prolific threat types?

Email backup is more than a backup solution. Secure email backups are cybersecurity tools that help companies verify the integrity of corporate communications and recover from various attacks. This table displays how a secure email backup can protect a company from the most prolific email threat types:

Threat	Definition of threat	Defense or mitigation provided by secure email backup
Spam	Unsolicited and generally unwanted email messages, often sent in bulk.	Backup systems can store emails securely, allowing users to verify and recover legitimate emails filtered or lost due to anti-spam measures.
Malware	Malicious software designed to harm or exploit any programmable device, service, or network.	Backups can restore clean versions of data and systems following a malware infection, assuming the backups themselves are secure and uninfected.
Data Exfiltration	Unauthorized transfer of data from a computer or server, often for malicious purposes.	Backup systems allow organizations to restore data that has been stolen or deleted during an exfiltration attempt.
URL Phishing	Fraudulent practice of sending emails that contain links to fake websites to trick recipients into entering personal information.	Email backups can be used to recover original communications for investigation and comparison, helping identify phishing attempts.
Scamming	Fraudulent schemes performed via email to deceive recipients, typically for financial gain.	Backups help verify the authenticity of communications and restore transactions or emails corrupted or lost due to scams.
Spear phishing	A more targeted form of phishing where the attacker chooses specific individuals or enterprises and tailors the message to increase the likelihood of deception.	Backups provide a historical record of communications to help users and systems identify discrepancies typical of spear phishing attempts.
Domain impersonation	An attack where the attacker pretends to be a legitimate domain to send deceptive emails.	Email backups allow organizations to maintain access to authentic communications, which can be used to identify fake domains.
Brand impersonation	The unauthorized use of a company’s brand to deceive recipients, often part of phishing or scamming efforts.	Backups enable organizations to compare suspicious emails with genuine company communications for inconsistencies.
Extortion	Threats to harm someone or their reputation or to leak confidential information unless a demand (usually for money) is met.	Email backups provide a secure repository of communications, enabling recovery and analysis of extortion attempts.
Business Email Compromise (BEC)	A type of scam that targets companies in order to gain access to company accounts to make unauthorized transfers of funds.	Backups help restore original state and communications prior to compromise, aiding in understanding and mitigating the attack.
Conversation Hijacking	Occurs when an attacker gains access to an email thread through hacking or spoofing and uses it for malicious purposes.	Backups ensure that original, uncompromised conversation threads are preserved and can be referenced or restored.
Lateral phishing	Using a hijacked email account to send phishing emails to additional recipients, often within the same company, to expand the breach.	Email backups allow victims to restore and verify legitimate communications, potentially identifying and stopping lateral movements.
Account Takeover	An attack where attackers gain unauthorized access to accounts and can send or manipulate emails as the legitimate owner.	Email backups enable recovery to a secure state before the takeover, restoring access and integrity to the email account.

Secure email backup as part of a cybersecurity platform

A comprehensive cybersecurity platform is a key component of an enterprise-wide security strategy. The primary role of an email backup is to ensure data recovery, but these systems extend into the broader context of cybersecurity. Secure email backups provide resiliency against cyberattacks and mitigate damage caused by malware, malicious insiders, ransomware attacks, and other threats. A properly configured and secure email backup system will also maintain the integrity of business communications by ensuring that original and unaltered email data can be restored. After a security breach, an uncompromised email backup is an important resource for forensic analysis. Investigators use this data to determine when and how the breach occurred and what data was affected.

Including secure email backups in the company’s cybersecurity platform builds a more resilient infrastructure capable of responding to and recovering from cyber threats effectively.

Email backup and Data Loss Protection

Secure email backups are a necessary component in a comprehensive cybersecurity strategy and data loss protection plan. Best practices ensure that email is protected and multiple copies are retained in multiple locations. Most secure email backup solutions include data leak prevention tools that can identify and protect certain types of information. With these tools, the email backup provides another layer of data loss protection against accidental or intentional data leaks. 

Effective integration of email backups into an enterprise-wide data loss protection strategy requires several steps, including the best practices listed above. Automated backup schedules that adhere to RTO and RPO requirements, secure storage for backup copies, data encryption, and ongoing testing and validation are mandatory. A comprehensive backup configuration that protects all email data, such as calendars and contacts, is also required.

Secure email backup and inbox backup

It’s important to recognize that inbox backup is not the same as email backup. Even when following a 3-2-1 backup strategy, inbox backup is an incomplete and insecure backup, and should never be used as a company email strategy.

Scope: Inbox backup only creates a backup of the emails within a user’s individual inbox, without capturing the full email system. 

Recovery: Inbox backup can only restore the individual user’s inbox, not the entire email environment.

Compliance: Inbox backup does not satisfy compliance needs.

Typical use case: Inbox backup is useful for business professionals who need to ensure no loss of ongoing discussions. A copy of the inbox offers some redundancy, though it may not be effective if the backup is kept on the same system or workstation as the primary data.

Inbox backup can be a useful personal data protection measure, but professional email environments require a secure and comprehensive solution that protects the entire email system. Personal inbox backup in a corporate environment might also violate data protection policies or have regulatory compliance implications.

How to ensure effective and secure email backup

Components of an effective and secure email backup system

There are many factors that contribute to a resilient and secure email backup system. 

Data integrity and encryption: Measures to prevent data tampering and data corruption. For example, secure email backup solutions encrypt the backup data using advanced encryption algorithms to protect it from unauthorized access, even if the backup media is lost or stolen. Encryption is applied in transit and at rest.

Access controls and secure authentication: Secure email backup systems implement robust authentication and granular access controls to limit access to the backup data to authorized personnel. Role-Based Access Control (RBAC) is one example of how to apply these controls, and Multi-Factor Authentication (MFA) helps ensure that only authorized users can access an account. 

Immutable storage: Some secure email backup solutions use immutable storage that prevents the backup data from being changed or deleted, ensuring its integrity and recoverability. This is one of the primary defenses against a ransomware attack that attempts to encrypt or destroy email and other backups.

Offline/offsite storage: Storing backup copies offline and offsite, such as in a secure data center, protects the data from local threats like hardware failures, natural disasters, or malware attacks on the primary site. A secure email backup system will support and preferably automate the transfer of email backup data to a secondary backup storage location.

Compliance support: Email backups are governed by regulations like the Health Insurance Portability and Accountability Act (HIPAA), General Data Protection Regulation (GDPR), and the Sarbanes-Oxley Act (SOX). These regulations determine the specific security measures and documentation processes that apply to the relevant data, including email backups. A secure email backup solution should include features to support regulatory compliance.

Regular audits and access reviews, detailed logs and audit trails: Monitor user access to email backups and other data to ensure there is no excess privilege. Maintain detailed logs and audit trails for all backup activities. This enables companies to monitor access and changes to the backup data, which is crucial for security audits and compliance. Secure email backup systems include these capabilities.

Regular Testing: Regular testing of the backup system is essential to ensure that data can be successfully restored from backups when necessary. This verifies both the effectiveness of the backup solution and the integrity of the backup data.

Real-time backup and data compression: The backup system should be able to perform real-time or near real-time backups to ensure that the latest email data is protected. This minimizes data loss in the event of an incident. Data compression is a must, even for companies that do not currently have large email databases. Compression reduces the size of the backup file, which reduces the time and storage space required to complete backups. Heavy compression tasks can reduce system performance, and it may help to consult an expert for help with configuration.

Easy to use backup software: Backup software should support automated and scheduled backups and facilitate easy recovery processes. Automation and scheduling ensure data is consistently protected without manual intervention. The software should be easy to use and manage, with a minimal burden on IT teams.

Recoverability: The ability to restore email data quickly and reliably is essential. The backup system should provide a simple interface for searching, retrieving, and restoring emails and attachments as needed. The email backup strategy should be part of the larger disaster recovery plan and include procedures for restoring email data from backups in case of a system failure, data corruption, or other disasters.

Storage media: An effective backup strategy may include local hard drives, network attached storage (NAS), or any other solution where backup data is stored on-premises. Best practice is to employ remote storage as well, like cloud storage or media that is kept in an off-site location.

Redundancy and versioning: Multiple copies of email backups or hard drive configurations like Redundant Array of Independent Disks (RAID) in the backup system will add an extra layer of data protection to your backups. Proper redundancy increases the likelihood that backups will be available when needed. Maintaining multiple versions of backed-up files gives companies the option to restore to a specific point in time rather than just restoring the most recent backup. This helps companies restore data even when the most recent backup is corrupt or otherwise compromised. 

 There are many features, corporate policies, and security strategies to consider when deploying a secure email backup. Experts advise IT teams and email backup stakeholders to consider these factors thoroughly. An insecure email backup system puts the company at risk of data breaches, regulatory penalties, and reputational damage.

Common threats against an email backup system

Email backup solutions are high-priority targets for ransomware groups and other cybercriminals or insiders who want to disrupt company operations. Safeguarding against these threats is critical.

Ransomware: Secure email backups are an important defense in a ransomware attack, and they must be protected to ensure they aren’t also encrypted. Immutable and air-gapped backup systems defend email backup data from these attacks.

Insider threats: Employees or contractors with access to the backup systems might misuse their access to steal, delete, or compromise the backups. Regular monitoring and appropriate access controls can prevent or mitigate these actions.

Data corruption: This can occur due to software errors, hardware failures, or malicious tampering. This is why multiple copies of backups are required.

Data breaches: Unauthorized access to backup data can lead to sensitive information being exposed. Secure storage, data encryption, least-privilege access controls, and other data security measures are crucial.

Man-in-the-middle attacks (MitM): Attackers could intercept email backup data during transmission between email servers and backup servers. Encryption of this data in-transit and at rest is necessary to mitigate this risk.

Distributed denial-of-service attacks (DDoS): These attacks intend to make resources unavailable. If an email system is targeted, email backup that is on another system may support email continuity. Targeting the email backup system at the same time might endanger this continuity. By keeping email backups in at least two locations, companies are better able to continue business operations during DDoS attacks.

Recovery time objective (RTO) and recovery point objective (RPO) considerations

Secure email backup strategies should be designed with the corporate RTO and RPO in mind.

RTO answers the question, “how quickly do I need my email system back online and available?” This metric is the maximum acceptable time for restoring email services after an outage or data loss incident.

RPO defines how frequently email backups should be performed to limit the amount of data that could be lost in a disaster. This metric defines the maximum acceptable amount of email data loss.

To determine appropriate RTO and RPO for email backups, conduct a business impact analysis (BIA) that engages stakeholders and subject matter experts as needed. The RTO and RPO are technical metrics, but they are also business decisions that must be aligned with business requirements and risk tolerance.

Identify critical email data and applications that need to be recovered quickly. This includes emails containing sensitive information, time-sensitive communications, and data required for compliance. Deprioritize email data that does not need to meet primary RTO and RPO objectives.

Assess the impact of email downtime and data loss on your business operations, reputation, and regulatory compliance. The more critical email is to your organization, the shorter the RTO and RPO should be.

Consult with stakeholders and subject matter experts across the organization to gather their insights on acceptable downtime and data loss. Legal, Finance, and HR departments may have different needs and tolerance levels.

Regularly test email backup and recovery to ensure that your RTO and RPO can be met under real-world conditions. Adjust as necessary based on test results and changing business needs.

By carefully analyzing these factors, you can set RTO and RPO targets that balance risk, operational needs, and cost of a secure email backup system. This will ensure that your email backup strategy is understood by stakeholders and effectively supports the business goals.

Using the 3-2-1 backup strategy for secure email backup

The 3-2-1 backup strategy requires the following:

 Keep at least 3 copies of email backup: This includes the original email system and at least two email backups. These multiple copies ensure that if one backup is damaged or lost, you still have the second copy.

Use at least 2 different storage types: Store email backups on two different types of media to protect against media failure. This can include one local drive like a NAS and one cloud location like OneDrive. This prevents a single point of failure from affecting both copies. For example, if both backup copies require the same backup tape system, then both backups are unusable if the tape system is broken.

Keep at least 1 backup in an off-site location: Off-site storage is critical in protecting against physical risks like fire, flooding, or theft that might affect the primary site. Cloud storage is an ideal location for this purpose, as it is easy to access and it usually includes another layer of redundancy.

 The 3-2-1 strategy protects companies of all sizes against hardware failures, ransomware attacks, and insider threats like accidental or intentional deletions of critical data.

Best practices for secure email backup

The best strategies and techniques will always depend on the corporate environment and data protection needs, but there are universal best practices:

Implement a comprehensive email backup strategy that follows the 3-2-1 backup guidelines.

Ensure the email backup solution can meet regulatory requirements.

Define clear recovery time objectives and recovery point objectives.

Automate the backup process as much as possible.

Regularly test the backup and restoration process.

Engage with key stakeholders to ensure alignment with the company’s requirements and risk tolerance.

These practices will help organizations ensure their email data is protected, recoverable, and compliant with relevant regulations.

Learn more about email backup

Related terms

How Barracuda can help

 Barracuda provides a comprehensive cybersecurity platform that includes Barracuda Email Protection and the secure email backups provided by Barracuda Cloud-to-Cloud Backup and Barracuda Backup. This tight integration with email protection and secure email backup adds another layer of protection to that defends organizations from all major attack vectors that are present in today’s complex threats. Barracuda offers best value, feature-rich, one-stop solutions that protect against a wide range of threat vectors, and are backed up by complete, award-winning customer service. Because you are working with one vendor, you benefit from reduced complexity, increased effectiveness, and lower total cost of ownership. Hundreds of thousands of customers worldwide count on Barracuda to protect their email, networks, applications, and data.

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Table of contents

What is email backup?

What are the differences between email backup and secure email backup?

How is secure email backup different from email archiving?