What Is Email Disaster Recovery?
Email is crucial to business communications. In the event of a malfunction or natural disaster, maintaining business continuity often depends on email continuity (a.k.a. Exchange continuity). Your disaster recovery plan should include an email failover option that is independent of your primary email system. Unfortunately, most business continuity plans overlook email failover, or some organizations decide the cost of an MX backup or email continuity solution isn't worth it.
Webservio offers multiple email failover services to help you satisfy a critical component of your organization's disaster recovery plan at an affordable cost. If your primary email system goes offline for any reason, Webservio’s system will manage all the email sent and received by your employees. Your business continuity will be maintained, because your employees will be able to access, send, and receive emails during the mail server outage. When your normal email service is restored, everyone will receive a history of their correspondence without your business missing a beat.
Contact us today, and let our specialists design a Disaster Recovery solution based on the particular business continuity requirements for your business.
Reasons to Have Email Failover
How often has your email been down in the past year? Even a short amount of time can add up to quite a lot of lost productivity, not to mention damaged reputation or lost opportunities when clients, vendors, or leads can't get in contact.
While disaster recovery planning may commonly be associated with weather-related incidents, there are many reasons to implement an email failover solution. In fact, human error and technical malfunction are more commonly the reason that email systems go down. An email disaster recovery solution is essential to maintaining business continuity for unplanned outage and can also be useful for planned downtime to perform maintenance or migrate to a new email system.
Storms, Floods, and Ice - Oh My!
If your email server is located in your office building, it is especially vulnerable to outages and damage due to weather-related incidents. High winds, flooding, and heavy snow or ice can cause an outage of electricity or internet connection at your office location. More extreme events, like hurricanes, tornadoes, and earthquakes can cause catastrophic damage to your office location, potentially taking an on-site email server offline for weeks.
Even if you don't host your mail server on-site, these same types of weather risks can pose a threat to your email system wherever it is located. In addition, even if your email service is online, employees need an alternate way to access it in case the power or internet is out or roads are impassable. Primary and failover email systems should be accesible by employees on their cell phone or at home. Webservio provides disaster recovery options that can be accessed online or via POP/IMAP from any location or device with an internet connection.
Mistakes and Oversights Can Be Costly
Even the best IT managers and systems engineers make occasional errors. Minor technical errors can trigger a domino effect of consequences, and a small mishap can morph into a costly disaster. Protect your business with a reliable email failover service that can step in while the primary mail system is offline.
Nobody likes to make mistakes or be the cause of a costly problem. In addition, it is very frustrating for employees that rely on email service to lose access even for a short time. Therefore, having a failover email system in place also helps protect company morale and keep everyone working productively.
Technical Glitches and Equipment Malfunctions
It is inevitable that at some point, equipment malfunction or breakage will occur within your email system. It is not just the email server that is vulnerable to technical issues. Firewalls, routers, switches, and other equipment can just as easily cause downtime of the whole system. If a part or new appliance needs to be ordered, it could mean days of lost productivity.
Don't let this nightmare happen to your business. A backup email service allows your employees to continue working while your IT team can focus on resolving the cause of the downtime.
Patch, Update, and Educate
Data breaches and network attacks are on the rise, including viruses, malware, ransomware, and denial of service. An effective attack can bring down your email system or even your whole office network. Everyone knows that it is important to regularly install patches, updates, and use an email security service to prevent dangerous emails from ever being delivered. In addition, training and security audits are essential to help employees be more aware and careful. But the reality is that even with all these precautions, a company is still vulnerable. Smart IT managers and business owners plan for every scenario, including the awful possibility of a security breach. An email failover service should be part of every business continuity and disaster recovery plan.
Planned Maintenance and Outages
From time to time, it is necessary for email systems to be temporarily unavailable while system maintenance is performed. This is true whether your email system is hosted in-house, off-site, or in the cloud. Updates can be scheduled for times when employees are unlikely to need email access, but it is essential to still have an MX backup service in place to receive messages sent to your company while the main email system is unavailable. Without this precaution, incoming emails would be lost and senders would get bounceback errors from your company. Having a failover service in place helps protect your company reputation.
Still Not Convinced? Think about it this way:
While one hour of email downtime may seem insignificant, the intrinsic costs can really add up:
Lost Revenue- Most businesses receive new lead inquiries, signed contracts, and manage invoicing via email. Missing an important message due to downtime could directly hurt your bottom line.
Lost Time- Many job roles rely on email to complete essential tasks. If your email service is down, you are paying your employees for time when they could not operate at normal productivity. In addition, IT staff are consumed with resolving the crisis.
Company Reputation- If a lead or customer gets a bounceback message and can't reach your company, it will make them doubt whether they can count on you for reliable and prompt service.
Miscommunication- Costly errors and misunderstandings can arise when email service is unreliable or totally unavailable.
Employee Morale- Trying to do work without email access is frustrating. If the issues are frequent, it can really take a toll on the overall mood of your staff.
Damage Control- Even when email service is restored, employees may end up spending extra time reconnecting with contacts, apologizing, and sorting out miscommunications.
With all of these factors taken into consideration, the cost of email downtime doesn't seem so inconsequential. For a small company of 20 employees with about $2 million revenue per year, an hour of downtime can easily cost over $5,000. The costs can quickly escalate for larger organizations. Even with that conservative estimate, Webservio's Message Continuity service would pay for itself after only 10 minutes of downtime per year.
Do the math for your company and choose the disaster recovery service that's right for you. If you're not sure which solution would be the best fit, schedule a consultation with one of our experienced consultants to get a recommendation for your particular scenario.
MX Backup vs. Email Continuity See the differences between these two types of email failover services
What is MX Backup?
Have you ever gone out of town and forwarded your mail to the post office until you return? An MX backup service does essentially the same thing with your emails. When your regular email server is down, an MX backup service will store incoming emails and send them to you when your email system is back online.
MX Backup FAQs
An MX backup service does not allow you to send or receive emails. It only stores the messages. With some failover services, you can see the email subject and maybe even read email contents. But in order to send and receive messages like you normally would, you need an email continuity service.
Without an email failover solution, service timeouts will occur and email sent to your company will bounce (be returned to sender). To most users, bounced (undelivered) messages are unreadable, and they may not try to resend the email. Important communications could be missed.
The length of failover coverage varies depending on which service you choose. Webservio's MX backup options vary from 2.5 days up to 30 days or more. Most services work on a first in first out basis. This means that after the time limit has been reached, the oldest emails will be replaced by newer incoming messages.
What is Email Continuity?
Email Continuity acts as a backup email system that can temporarily take the place of your mail server when it goes down. There are many reasons that an email system might go temporarily offline. Email Continuity allows you to continue receiving and sending emails using your normal email address.
Email Continuity FAQs
Some email continuity services allow you to continue sending and receiving messages via Outlook just like you normally would with all email history available. Others may require you to connect to a second inbox or log into a web portal, and they may not have email history available. Depending on the features that are important to you, a Webservio consultant can recommend which service(s) will fulfill your requirements.
Without an email continuity service, you will not be able to read or send emails as long as your email system is down. If you have an MX backup service, new emails will be held for delivery after your email service is restored. If you do not have any type of email failover in place, service timeouts will occur and email sent to your company will bounce (be returned to sender). To most users, bounced (undelivered) messages are unreadable, and they may not try to resend the email. Important communications could be missed.
Email continuity services will allow you to send and receive emails for as long as your email system is offline. However, there may be limits to how long the full correspondence history is retained. If your email system is down for a very long period of time, it may not receive an entire history of emails sent and recieved during downtime. The length of coverage varies depending on which service you choose. Webservio's Email Continuity options vary from 20 days up to 90 days or more.
MX Backup Services Solutions for MX failover protection
Webservio's Mail Bagging system provides greater flexibility than other MX Backup options. It includes lite spam filtering of stored messages to prevent delivery of blatant spam, but it is not meant to take the place of your existing firewall or SaaS email security solution. In fact, a big advantage of Mail Bagging is its ability to work with your existing email configuration, including complex situations with multiple mail servers or domains.More About Mail Bagging
Other Options: Email Security with MX Failover Included
All of Webservio's email security services include MX failover protection. These services will filter all incoming messages for your domain before sending them on to your email system. If the system cannot connect to your mail server, it will hold the messages and try delivering them again on a set cycle. Click below to learn more about each service or connect with a Webservio consultant for a recommendation of which one would be best suited for your company.
Email Continuity Services Solutions for continuous email service
Webservio's Message Continuity system provides greater flexibility than other email continuity options. It works with your existing email configuration, including SaaS email security, network firewall, and complex situations with multiple mail servers or domains. Users can connect on any device using IMAP, POP, or the web portal. The service is always-on and ready whenever your email system goes down. Email history is automatically sent to your email server(s) when the connection is restored.More About Message Continuity
Other Options: Email Security with Continuity Included
Some of Webservio's SaaS security services offer Email Continuity as an add-on. The primary purpose of these services is to filter all incoming messages for your domain before sending them on to your email system. If messages cannot be delivered, the system will hold the messages and try delivering them again on a set cycle. In the meantime, employees can use the Email Continuity service to view new messages and send out to contacts. Click below to learn more about each service or connect with a Webservio consultant for a recommendation of which one would be best suited for your company.