Email Archiving for Irish Businesses
Keep a complete, tamper-proof, searchable copy of every email your business sends and receives. Use it for GDPR and Revenue record-keeping, legal requests, and former employees’ mailboxes. Hosted email archiving for Microsoft 365, Google Workspace and Exchange, stored in the EU, from €6.95 per mailbox per month and falling to €4.95 as you add mailboxes. Set up and supported by our Irish team.
Count everyone with a work email address, plus shared mailboxes and any former staff whose email you need to keep.
| Mailboxes | Per mailbox / month |
|---|---|
| 1 to 10 | €6.95 |
| 11 to 50 | €5.95 |
| 51 to 200 | €4.95 |
| 200+ | Call us |
Priced in bands: your first 10 mailboxes are €6.95 each, the next 40 are €5.95 each, and so on. The more you add, the lower your average price.
Your guideline price
€69.50
per month + VAT · Average €6.95 per mailbox
- Mailboxes 1–10 · 10 × €6.95€69.50
€85.49 per month including VAT
Stored in the EU. 12-month agreement.
More than 200 mailboxes?
Large archives get custom pricing. Tell us about your mail system and how much history you need to bring in, and we’ll send you a tailored price.
Guideline pricing only. Your exact quote is confirmed after a quick chat about your mail system. No obligation.
What is email archiving?
Email archiving captures a copy of every email as it is sent or received and stores it securely outside your mailboxes. Nobody can edit or delete the archived copy, even if the original is deleted from Outlook. You can search years of email in seconds, put messages on legal hold, and export exactly what a solicitor, auditor or the Data Protection Commission asks for.
It is not the same as the "Archive" folder in Outlook or Gmail, which just moves messages out of your inbox. It is also different from backup. Backup is for restoring lost data after something goes wrong. An archive is a permanent, unchangeable record kept for compliance and evidence. Most businesses that need to keep records should have both.
What's included
- Every email captured automatically, inbound, outbound and internal, from Microsoft 365, Google Workspace or Exchange
- Tamper-proof storage in the EU, with encryption and integrity checks so you can show a message hasn't been altered
- Fast full-text search across messages and attachments, including PDFs and Office documents
- Retention policies, so you keep email as long as the law requires and no longer
- Legal hold and eDiscovery export for disputes, subject access requests and audits
- Staff self-service, so people can find and restore their own old emails from a web browser
- Import of old email from PST files and previous systems, so your history is in one place
- Full audit trail of who searched for and viewed what
- Set up and supported by Host-it, our in-house team in Bray, with a 30-minute response
Who needs email archiving?
- Businesses with record-keeping obligations. Revenue generally requires business records to be kept for six years, and much of that trail lives in email: quotes, orders, invoices and agreements.
- Anyone handling personal data under GDPR. You can find everything held about a person quickly when a subject access request arrives, and apply retention rules consistently.
- Regulated and professional firms, such as accountants, solicitors, financial advisers, healthcare and property, where you may need to prove what was said and when.
- Companies with staff turnover. When someone leaves, their email stays searchable in the archive, so you don't need to keep paying for a Microsoft 365 licence just to keep their mailbox.
Email archiving questions
Doesn't Microsoft 365 already archive my email?
Microsoft 365 has an "online archive" mailbox and retention features, but these live inside the same tenant as your live email. They depend on keeping licences active for every mailbox, and they can be awkward to search and export. A separate archive keeps an independent, unchangeable copy that is simple to search and stays available when staff leave or licences change.
How is the price worked out?
You pay per archived mailbox per month, in bands. Your first 10 mailboxes are €6.95 each, mailboxes 11 to 50 are €5.95 each, and mailboxes 51 to 200 are €4.95 each. For example, 20 mailboxes cost 10 × €6.95 + 10 × €5.95 = €129.00 per month. For more than 200 mailboxes we'll quote you directly. All prices exclude VAT at 23%, on a 12-month agreement.
Where is our email stored?
Your archive is stored in the EU, so your email data stays within GDPR jurisdiction. It is encrypted and can only be accessed by people you authorise, and every search and view is logged.
Can we bring in our old email?
Yes. We can import existing mailboxes and PST files so your archive starts with your full history, not just from the day it's switched on. Tell us roughly how much old email you have and we'll include it in your quote.
Do we need to be a Host-it IT support customer?
No. Email archiving is available on its own. If you also use our managed IT support, it is simply added to the same monthly bill. See all our plans on the pricing page.
Get your exact quote
Your calculator choice is already filled in below. Add your details and tell us which email system you use, and we'll come back with a firm price, usually the same day.