Introduction

Archiving Tools are specialized software platforms designed to move inactive or historical data from expensive primary storage to high-capacity, lower-cost secondary repositories. Unlike backup solutions, which are designed for disaster recovery and restoring “hot” data, archiving is focused on data lifecycle management, compliance, and eDiscovery. By indexing every file, email, and chat message, archiving tools allow legal teams to find specific records in seconds—a task that would take weeks with traditional backups.

The importance of archiving has shifted from simple “storage saving” to “risk mitigation.” In 2026, the real-world use cases for archiving are diverse: from financial institutions needing to record every trader’s Slack message for SEC audits, to healthcare providers retaining patient records for decades, and HR departments managing the long-term storage of former employee emails. When choosing an archiving tool, evaluation criteria should include multi-platform support (can it archive Zoom, Teams, and Social Media?), search performance, immutable storage (WORM—Write Once, Read Many), and AI-powered classification.

Best for: IT Directors, Compliance Officers, and General Counsels in medium to large enterprises, particularly in regulated sectors like finance, healthcare, legal, and government. It is essential for organizations managing over 500 users or those subject to frequent audits.

Not ideal for: Very small businesses or solo freelancers who only need to save a few documents. In these cases, built-in cloud storage features (like Google Drive’s trash or simple folder-based manual backups) are usually sufficient and far more cost-effective.

Top 10 Archiving Tools

1 — Veritas Enterprise Vault

Veritas has long been a heavyweight in the enterprise data management space. Enterprise Vault is their purpose-built retention management platform that specializes in automating data classification and providing a centralized archive for virtually all communication types.

• Key Features:
  • ML-based Classification: Automatically identifies sensitive data (PII) and applies retention policies based on content.
  • Advanced eDiscovery: Powerful search capabilities across email, file systems, and SharePoint.
  • Automated Expiration: Securely deletes data once it reaches the end of its legal retention period.
  • Single-Instance Storage: Deduplicates data at the source to save massive amounts of storage space.
  • Cloud-Native & Hybrid: Available as an on-premise installation or a cloud-hosted service (Veritas Alta).
• Pros:
  • One of the most mature and reliable legal hold mechanisms in the industry.
  • Incredible scalability for global organizations with petabytes of data.
• Cons:
  • The user interface can feel dated compared to modern cloud-first startups.
  • Initial configuration and maintenance can be complex and labor-intensive.
• Security & Compliance: SOC 2, GDPR, HIPAA, FIPS 140-2 encryption, and robust audit logging.
• Support & Community: Extensive global documentation, massive certified partner network, and 24/7 enterprise-grade support.

2 — Mimecast Cloud Archive

Mimecast has built a reputation as an email security leader, but their Cloud Archive is equally formidable. It provides a centralized, cloud-native repository for email, files, and Microsoft Teams conversations with an emphasis on speed and user accessibility.

• Key Features:
  • Fast Search Performance: Boasts a 7-second search SLA for most common queries across the entire archive.
  • Sync & Recover: Merges backup and archiving to allow users to restore their own folders.
  • Teams Archiving: Fully captures and indexes Microsoft Teams chat and channel data.
  • Litigation Hold: Easy-to-manage legal holds that prevent the deletion of records during investigations.
  • End-user Access: Mobile and desktop apps that let employees search their own historical emails without IT help.
• Pros:
  • Excellent for organizations looking for a “single vendor” for both email security and archiving.
  • High user satisfaction due to the intuitive self-service search tools.
• Cons:
  • Can be expensive if you aren’t already using the Mimecast security suite.
  • Primarily focused on communication data; less robust for structured database archiving.
• Security & Compliance: ISO 27001, HIPAA, GDPR, and SOC 2 Type II. Features 100% service availability SLA.
• Support & Community: Strong technical support, extensive knowledge base, and proactive customer success management.

3 — Proofpoint Enterprise Archive

Proofpoint is a favorite among the Fortune 100. Their Enterprise Archive is designed to simplify eDiscovery and regulatory compliance by providing a “compliance-first” cloud storage environment.

• Key Features:
  • Supervision Workflows: Built-in tools for compliance officers to review flagged communications in real-time.
  • Granular Retention: Policies can be set by department, individual, or geography to meet global laws.
  • Content Capture: Archives over 80+ communication channels including Slack, Zoom, and LinkedIn.
  • Self-Service Discovery: Empowers legal teams to perform their own exports without burdening IT.
  • Customer-Controlled Keys: Allows organizations to maintain total control over their encryption keys.
• Pros:
  • Highly optimized for high-volume litigation and heavy regulatory audits (FINRA, SEC).
  • Consistent “Leader” status in Gartner Magic Quadrants for Enterprise Information Archiving.
• Cons:
  • Cost is significantly higher than mid-market alternatives.
  • The setup process is thorough but can be time-consuming for smaller teams.
• Security & Compliance: FedRAMP, SOC 2, HIPAA, GDPR, and ISO 27001.
• Support & Community: Premium enterprise support, specialized “Customer Success” programs, and deep technical training.

4 — Smarsh Connected Archive

Smarsh is the undisputed leader for organizations in highly regulated financial sectors. Their platform is built to handle the “modern communication stack,” ensuring that even the most obscure social media or mobile chat is archived.

• Key Features:
  • Unified Search: One interface to search across 100+ channels (Email, SMS, IM, Social, Voice).
  • AI-Discovery: Uses natural language processing to identify risky conversations (e.g., collusion or insider trading).
  • Case Management: Integrated tools for organizing eDiscovery results into “cases” for external counsel.
  • Immutable Storage: Guaranteed WORM storage that meets strict FINRA/SEC requirements.
  • Global Capture: Native agents for mobile carriers to capture SMS/MMS without an app.
• Pros:
  • The best tool on the market for capturing and archiving non-email communications (WhatsApp, etc.).
  • Outstanding supervision features that reduce the manual labor of compliance review.
• Cons:
  • The pricing model can be complex based on the number of “channels” you choose to archive.
  • Might be “feature-overkill” for a standard company that only needs basic email archiving.
• Security & Compliance: SEC 17a-4, FINRA 3110, GDPR, HIPAA, and SOC 2.
• Support & Community: Specialized regulatory support experts, robust online community, and global 24/7 support.

5 — Commvault Archiving

Commvault takes a holistic approach to data. Their archiving tool is part of a larger Intelligent Data Services platform, making it a powerful choice for businesses that want a unified view of all their data.

• Key Features:
  • Unified Data Platform: Combines backup, archiving, and disaster recovery into a single logic.
  • File Analysis: Identifies “orphaned” or redundant data to clean up servers before archiving.
  • Broad OS Support: Exceptional at archiving from legacy file systems, NAS, and modern cloud object storage.
  • Virtual Repository: Allows you to keep data on-premise, in the cloud, or across a hybrid of both.
  • Automated Tiering: Automatically moves data from high-performance disks to low-cost cloud tiers like Glacier.
• Pros:
  • Unrivaled if you are already using Commvault for backup—one less agent to install.
  • Strongest choice for “Structured Data” (database archiving) alongside files and email.
• Cons:
  • Requires a high level of expertise to manage effectively; not for the “amateur” IT admin.
  • The cost of the full platform can be intimidating for smaller enterprises.
• Security & Compliance: FIPS 140-2, SOC 2, GDPR, HIPAA, and ISO 27001.
• Support & Community: Global enterprise support network, “Commvault Academy” for training, and deep technical documentation.

6 — Global Relay Archive

Global Relay is a specialized archiving provider often preferred by the world’s largest banks and hedge funds. They focus on delivering extreme performance for massive data volumes.

• Key Features:
  • Embedded Workflows: Designed to speed up the work of compliance officers during regulatory reviews.
  • AI-Powered Insights: Automatically flags sentiment and behavioral trends in communication data.
  • Massive Scalability: Currently manages tens of billions of records for some of the world’s largest firms.
  • Searchable Voice: Can transcribe and archive voice calls for eDiscovery.
  • Integration Ecosystem: Connects natively with almost every financial platform (Bloomberg, Reuters).
• Pros:
  • Incredible search speed even when querying decades of data.
  • Known for “white-glove” implementation and onboarding services.
• Cons:
  • Very focused on the financial industry; may lack some generic “File Archiving” features for other sectors.
  • Cloud-only focus may not suit companies requiring 100% on-premise data residency.
• Security & Compliance: ISO 27001, SOC 2, GDPR, HIPAA, and SEC/FINRA certified.
• Support & Community: High-tier enterprise support, dedicated account managers, and specialized compliance consulting.

7 — Microsoft Purview (formerly O365 Archiving)

For organizations 100% committed to the Microsoft ecosystem, Purview is the native way to manage data. It is an integrated set of tools for governance, risk, and compliance within Microsoft 365.

• Key Features:
  • Native M365 Integration: No third-party agents; it works directly within Outlook and Teams.
  • Retention Labels: Users or admins can apply labels (e.g., “Keep for 7 Years”) directly to files.
  • Legal Hold: One-click holds that apply across Exchange, SharePoint, and OneDrive.
  • Automated Classification: Uses sensitive information types (like credit card patterns) to auto-archive.
  • Premium eDiscovery: Advanced analytics and review tools within the Microsoft portal.
• Pros:
  • Zero “integration” work—if you use Microsoft 365, it’s already there.
  • Very cost-effective for companies already paying for E3 or E5 licenses.
• Cons:
  • Search and export can be slower than specialized tools like Mimecast or Smarsh.
  • Archiving data outside of the Microsoft ecosystem (like Slack or non-MS files) is clunky.
• Security & Compliance: FedRAMP, SOC 1/2/3, GDPR, HIPAA, and ISO 27001.
• Support & Community: Extensive Microsoft Learn documentation, global support, and thousands of community forums.

8 — Jatheon Archiving Suite

Jatheon offers a unique “Best of Both Worlds” approach, providing high-performance archiving through both cloud and specialized on-premise hardware appliances.

• Key Features:
  • Appliance-based Speed: For companies needing on-prem speed, their hardware is purpose-built for high-speed indexing.
  • Multi-source Capture: Archives email, social media, and mobile data in one unified dashboard.
  • Transparent Search: Allows for complex boolean queries that return results in under a second.
  • Legal Redaction: Built-in tools to redact sensitive info from search results before exporting to counsel.
  • Ease of Deployment: Known for one of the simplest “setup-to-archive” timelines in the industry.
• Pros:
  • Excellent choice for organizations that still prefer to own their physical archive hardware.
  • Highly competitive pricing for the mid-market and public sector (schools, local govt).
• Cons:
  • Less “AI-logic” compared to high-end enterprise tools like Proofpoint.
  • Integration list for niche SaaS apps is smaller than Smarsh or Global Relay.
• Security & Compliance: GDPR, HIPAA, SEC/FINRA, and SOC 2.
• Support & Community: Responsive customer support, clear technical guides, and active mid-market user community.

9 — ZL Tech (ZL UA)

ZL Tech is the “Big Data” specialist of the archiving world. Their Unified Archive (ZL UA) is designed to handle the most complex information governance challenges for massive enterprises.

• Key Features:
  • Unified Analytics: Treats the archive as a data lake for corporate business intelligence.
  • Advanced Records Management: Handles physical and digital records in one unified system.
  • In-Place Management: Can manage and search data without necessarily moving it to a new repository.
  • Extreme eDiscovery: Handles the largest legal “meets and confers” with high-precision culling tools.
  • File Analysis: Identifies ROT (Redundant, Obsolete, Trivial) data to reduce storage footprints.
• Pros:
  • The best tool for companies that want to use their archive for more than just compliance (e.g., AI training or BI).
  • Incredible flexibility in deployment (on-prem, cloud, or hybrid).
• Cons:
  • The learning curve is very steep—requires a dedicated data governance team.
  • The UI is functional but lacks the “consumer-grade” feel of modern cloud tools.
• Security & Compliance: Robust military-grade security, GDPR, HIPAA, and ISO 27001.
• Support & Community: Deep technical support, customized training, and a focused enterprise user group.

10 — Barracuda Message Archiver

Barracuda is the go-to for small to mid-sized businesses that want an “it just works” archiving solution that integrates seamlessly with their security and backup products.

• Key Features:
  • Cloud-Hybrid Flexibility: Can run as a virtual appliance, a physical box, or a 100% cloud service.
  • Outlook Plugin: Allows users to access their archive without ever leaving their inbox.
  • Granular Search: Powerful filtering and tagging for quick eDiscovery.
  • Storage Optimization: Compresses and deduplicates data to maximize storage efficiency.
  • Mobile Support: A dedicated mobile app for end-users to search their historical data.
• Pros:
  • One of the easiest archiving tools to deploy and manage for a generalist IT team.
  • Great value, especially for schools and non-profits.
• Cons:
  • Lacks the advanced AI-supervision features needed by large financial institutions.
  • Limited archiving support for non-email data (Social/Chat) compared to specialized tools.
• Security & Compliance: GDPR, HIPAA, SOC 2, and encryption-at-rest.
• Support & Community: Strong global support, active community forums, and very accessible documentation.

Comparison Table

Evaluation & Scoring of Archiving Tools

To help you choose the right tool for your specific needs, we have evaluated these platforms based on a weighted rubric that reflects the priorities of 2026 IT and Legal departments.

Which Archiving Tool Is Right for You?

Solo Users vs SMB vs Mid-Market vs Enterprise

If you are a Small Business (SMB) with under 100 users, Barracuda or the native Microsoft Purview features are your best starting point—they are simple and don’t require specialized staff. Mid-Market organizations (100-1000 users) often find the most value in Jatheon or Mimecast due to the balance of power and ease of use. For Global Enterprises with complex compliance and legal needs, the high-end power of Proofpoint, Veritas, or ZL Tech is almost a requirement.

Budget-conscious vs Premium Solutions

If budget is your primary concern, Microsoft Purview is the most cost-effective if you already have E5 licenses. Barracuda also offers excellent “flat-fee” appliance pricing. Premium solutions like Smarsh or Global Relay command a high price but are justified by their ability to keep you from paying millions in regulatory fines.

Feature Depth vs Ease of Use

If you want to “set it and forget it,” Mimecast and Hexnode (not listed, but an emerging player) are designed for ease. If you have a dedicated legal team that wants to perform deep forensic analysis on communication patterns, ZL Tech and Global Relay provide the most depth.

Integration and Scalability Needs

For those heavily invested in SaaS communications like Zoom, Slack, and LinkedIn, Smarsh and Proofpoint have the most robust integration lists. If you are scaling structured data (archiving an old Oracle or SAP database), ZL Tech or Commvault are the clear leaders.

Frequently Asked Questions (FAQs)

1. What is the difference between archiving and backup?

Backup is for recovery (if a server dies, you bring it back). Archiving is for discovery and compliance (if a lawyer asks for an email from 2018, you find it instantly). Archiving moves data to a searchable, long-term home; backup makes a copy of the current state.

2. Does archiving reduce my storage costs?

Yes. By moving “cold” data (files that haven’t been touched in 6 months) to an archive, you free up space on expensive high-speed disks, delaying the need for costly hardware upgrades.

3. Is archived data searchable?

Absolutely. Modern archiving tools index every word in every document and attachment, allowing for “Google-like” search across years of data in seconds.

4. Can archiving tools handle WhatsApp or Social Media?

Yes, tools like Smarsh and Proofpoint specialize in “modern communication” archiving. They use APIs to capture conversations even if the employee is using their personal device for work.

5. Are cloud archiving tools secure?

Most use 256-bit AES encryption and SOC 2-certified data centers. In fact, many are more secure than on-premise storage because they include automated auditing and tamper-proof storage (WORM).

6. Do archiving tools replace the need for backups?

No. You still need backups for disaster recovery. Archiving and backup are complementary strategies. Archiving makes your backups faster by reducing the amount of data the backup tool has to process.

7. How long should I keep archived data?

This depends on your industry. Financial firms often need 7 years; healthcare may need 25+ years. Most tools allow you to set “Retention Policies” that handle deletion automatically.

8. What is a “Legal Hold”?

A legal hold is a specific command within the archiving tool that “freezes” data so it cannot be deleted by anyone—even if its standard retention period has expired—until the legal matter is resolved.

9. Can employees search their own archives?

Yes, most top-tier tools (Mimecast, Barracuda, Microsoft) provide a plugin or app that lets users find their own historical emails, reducing “data retrieval” requests to the IT team.

10. What happens to my data if I switch archiving vendors?

This is a critical concern known as “vendor lock-in.” Ensure your chosen tool allows for “standard format” exports (like .PST or .EML) so you can move your data if you decide to change providers.

Conclusion

Selecting the right archiving tool in 2026 is a balancing act between compliance risk and operational efficiency. In an era where a single deleted chat message can lead to a multi-million dollar fine, the “save everything” approach is no longer sustainable without the automation and search power of a dedicated archiving platform.

The “best” tool ultimately depends on your specific ecosystem. If you are a high-volume financial firm, Smarsh or Global Relay are your gold standards. If you are a standard enterprise seeking reliability, Veritas or Mimecast provide the best balance. And if you are a Microsoft-centric shop, Purview is hard to beat for its simplicity. Start by auditing your current data footprint and your most frequent legal search requests; that will tell you exactly which feature—speed, security, or channel support—matters most for your organization.