Email Archiving

Cloud/On-site E-Mail Archive solutions allow you to reduce costs and meet compliance requirements.

FLEXiBLE Email ARCHIVe

Vendor overview

Cryoserver — Email Archiving

Cryoserver is a specialist email archiving platform that captures, stores and indexes every email sent and received by an organisation — in the cloud, on-premise, or via a managed service. It transforms an email archive from a compliance obligation into a fast, searchable business resource, with no PST files, no hardware headaches, and no lost messages.

What it does

Captures every email — automatically Cryoserver sits alongside your mail server or Microsoft 365 tenant and silently captures a copy of every inbound and outbound message the moment it is sent or received. Nothing is missed, nothing is manually filed, and no reliance on users to save anything correctly.

Stop searching, start finding The entire archive — years of email and attachments — is instantly searchable by sender, recipient, date, subject, keyword or content. What once took hours of trawling through inboxes or backup tapes can be retrieved in seconds. Cryoserver's tagline says it all: Stop Searching, Start Finding.

Built for compliance Archived emails are stored in a tamper-proof, legally admissible format. Cryoserver supports GDPR/POPIA compliance, eDiscovery, Data Subject Access Requests (DSARs) and sector-specific retention requirements across finance, legal, healthcare, education and government.

Microsoft Teams archiving Beyond email, Cryoserver also archives Microsoft Teams messages and conversations, bringing the same searchable, compliant archive to instant messaging and collaboration channels.

Deployment options

Cloud Archive

Pay-as-you-go pricing
No on-site hardware
Microsoft 365 compatible
Rapid search
Access from anywhere
Evergreen — always up to date

On-Premise

Appliance or software install
Flexible and scalable
Plug-and-play setup
Full data sovereignty
Integrates with all mail servers

MSP / Partner

SaaS delivery model
White-label ready
Value-added reseller service
Carrier-grade infrastructure
Increase client retention

Key advantages

Helps meet industry regulations and audit requirements

Protects against loss or deletion of business-critical email

Simple backup and restore for individual emails or entire mailboxes

Eliminates unreliable and hard-to-manage PST files, and also incluse PST migration utility

Becomes a core part of your disaster recovery plan

Fast full-text search across emails and attachments

Reduces mail server workload by offloading storage

GDPR/POPIA compliant — supports DSARs and right-to-erasure requests

Cloud migration support

Move to Microsoft 365 without leaving your history behind Cryoserver imports your entire existing email archive into a searchable database before you migrate. You choose what to keep, what to remove, and what to carry forward — trimming unnecessary data and making the move to Microsoft 365, Exchange Online or another provider faster and cleaner. After migration, users access older emails through the archive rather than cluttering their inbox.

Who uses Cryoserver

Financial services Legal firms Healthcare & NHS Trusts Education institutions Government departments HR departments Manufacturers SMBs

"I found Cryoserver a great tool to make life easier and best for email recoveries or to extract information with various filters for DSARs. It was very helpful to have support always approachable and available. I would definitely recommend for time saving and accuracy both." — Cryoserver customer

"Trouble-free software that has been very robust over many versions. Knowledgeable support engineers." — Cryoserver customer

Support you can count on

Expert support desk — averaging 10+ years per engineer Cryoserver is consistently rated by customers and partners as the best vendor for response times and expert assistance. The support team are email specialists, not generalists — most have been on the desk for over a decade. When you subscribe, you get the software and a team that truly understands email.

Available through Robinson Distribution. We supply Cryoserver email archiving solutions in South Africa for MSPs and internal IT teams. Whether you need cloud, on-premise or a managed partner deployment, we can help you scope and onboard the right solution. Contact our team for local pricing and a demo.

ADVANTAGES OF CRYOSERVER

FAQ ABOUT ARCHIVING

How long are companies allowed to keep email ?

Companies should carry out a risk analysis and decide an appropriate retention period. Seven years is often selected, as contract disputes are time-expired after this time. If contracts are being made or altered via email, then relevant emails should be kept until the liability expires. Longer retention periods are needed for those regulated industries mandated to keep records for longer periods. For example, pension advice given via email should be retained for up to 100 years. It is perfectly acceptable for an organisation to keep all its email for the longest mandated retention period even if ALL email doesn’t need to be preserved for that length of time.

Can you capture instant messaging ?

Cryoserver can archive instant messages (Teams, Slack and others) from a variety of different sources and preserve the IMs in a separate repository to the email, giving you a single pane of glass for searching both.

Can companies keep and read private email ?

Yes, because private email sent to a company’s email domain (user@clientdomain.com) belongs to the company and not the individual at that company email address. Norton Rose and many others demonstrate the risk any company faces from ‘private’ email. Clearly, the company has a right to mitigate that risk by preserving, making searchable, and retrieving and reading any and all email entering or leaving its email domain.

How do you prove an email’s integrity ?

Cryoserver is configured to ensure that each and every email sent or received by a company (including internal email) is captured. As each message arrives at Cryoserver a digital fingerprint of the entire message is taken, and this is recorded with the message in an encrypted and compressed format. If a message is retrieved from Cryoserver its digital fingerprint is recalculated (after it has been uncompressed and decrypted) and this is compared with the digital fingerprint recorded when the message was received. It is therefore possible to prove the content of a message has not been tampered with in any way since it was received.

How do you get old email into Cryoserver ?

Legacy mail can be loaded into our solution. We have developed various tools to assist with this process depending on the originating source of the email. These tools de-duplify and compress emails. This means that the space old emails take up in Cryoserver is often a lot smaller than the original source of the messages.

What makes Cryoserver different to other archiving products ?

Whilst both it and other archiving products address email storage concerns, Cryoserver has the added benefit of addressing compliance and regulatory issues as well. This coupled with an easy-to-use, intuitive search interface and flexible delivery options means Cryoserver is an excellent email archiving solution.

Are companies allowed to keep everything ?

Yes, as long as they can justify doing this, and demonstrate they’ve carried out a formal process to decide what to keep and how long to keep it for.

What is Email Archiving ?

Email archiving reduces normal email clutter by storing a copy of email to a storage site where they can be retrieved when and if needed to comply with regulatory or legal inquiries, as well as e-discovery for audit or recovery needs.