The email backup technology and process is different than the email archiving solution primarily, in the way the data is collected, stored and retrieved.

The email backup process does not capture the mail in real time before the user gains access to the message, thus potentially enabling the user to delete the email before it is backed up. Furthermore, it is possible that outgoing email is not being stored on the mail server, thus it is not being captured by the system at all.

Backup email systems do not have the capabilities to catalog and index the content of the messages including the attachments for later search. In a legal discovery process, the fast search and retrieval for specific evidence in email content is critical and if the message is not found, if exist; it's as though it was never archived at all.

Backing up the mail data is not a compliance solution with federal laws and regulations, and does not meet some mandatory requirements such as; archiving all email communications, ensure of message integrity and searchable records.