Setting up email is just the beginning. Ongoing maintenance is crucial to keep your business communication secure, reliable, and compliant. Nigerian businesses face unique challenges like power outages, connectivity issues, and evolving cyber threats.
Our managed email maintenance services handle all the operational work so you can focus on growing your business. From daily backups to security audits, we ensure your email infrastructure stays healthy and secure.
What We Cover:
Backups & Data Retention
Email contains critical business data—contracts, invoices, client communications. Losing it can cost thousands in recovery efforts or legal issues.
Our Backup Strategy:
- Daily Incremental Backups: Capture changes without duplicating entire mailboxes
- 90-Day Retention: Keep backups for 3 months to cover audits and legal requirements
- Offsite Storage: Encrypted backups stored in secure, geographically separate locations
- Quarterly Restore Tests: We verify backups work by testing restores regularly
What Gets Backed Up:
- Emails and attachments
- Contacts and calendars
- Shared mailboxes and distribution lists
- Email rules and signatures
- Archive folders and sent items
💡 Pro Tip: Nigerian businesses often underestimate backup needs. We include compliance-ready retention policies that meet NDPR requirements for data protection.
Security Audits & Patching
Cyber threats evolve constantly. Regular security audits and timely patching prevent breaches that could compromise your entire business.
Monthly Security Audits Include:
- Configuration Checks: Verify SPF, DKIM, DMARC records are properly configured
- Certificate Validation: Ensure SSL certificates haven't expired
- Outbound Monitoring: Detect suspicious email patterns that might indicate compromise
- Vulnerability Scanning: Check for known security issues in email software
Patching Process:
- Critical Patches: Applied within 72 hours of release
- High-Risk CVEs: Immediate deployment when detected
- Scheduled Maintenance: Non-critical updates during low-usage windows
- Rollback Capability: Quick reversion if patches cause issues
⚠️ Warning: Unpatched email servers are prime targets for ransomware. We monitor threat intelligence feeds and apply patches before exploits become widespread.
User Onboarding & Offboarding
Managing email accounts for growing teams requires systematic processes to maintain security and compliance.
Onboarding Process:
- Automated Account Creation: Scripts create mailboxes with proper permissions
- Mailbox Quotas: Set storage limits based on user roles
- Alias Configuration: Set up department aliases (sales@, support@)
- Device Setup: Configure Outlook, mobile devices, and webmail access
- Training Handover: Brief users on security policies and best practices
Secure Offboarding:
- Immediate Access Revocation: Disable accounts when employees leave
- Mailbox Archiving: Preserve important emails for legal/compliance reasons
- Forwarding Setup: Route important emails to remaining team members
- Shared Resource Cleanup: Remove from distribution lists and shared folders
🚀 Time Saver: Our automated scripts handle user lifecycle management, reducing IT workload and ensuring consistency across your organization.
Disaster Recovery & Restore Drills
When email systems fail, businesses lose productivity and revenue. Our disaster recovery planning ensures minimal downtime.
Recovery Objectives:
- RTO (Recovery Time Objective): Email restored within 4 hours of failure
- RPO (Recovery Point Objective): Maximum 1 hour of data loss
- Service Level: 99.9% monthly uptime guarantee
Quarterly Restore Drills:
- Full System Restore: Test complete recovery from backups
- Partial Mailbox Recovery: Verify individual user data restoration
- Mail Flow Validation: Confirm sending/receiving works post-recovery
- Documentation Updates: Refine runbooks based on drill results
Incident Response Runbooks:
We maintain detailed procedures for common scenarios:
- Server hardware failures
- Cybersecurity incidents
- Data corruption issues
- Network connectivity problems
Proactive Monitoring
We don't wait for problems to occur. Continuous monitoring catches issues before they impact your business.
What We Monitor:
- Server Performance: CPU, memory, disk usage, and response times
- Email Delivery: Queue lengths, bounce rates, and spam scores
- Security Events: Failed login attempts and suspicious activity
- Storage Utilization: Mailbox sizes and backup completion status
Alert System:
- Multi-Channel Notifications: Email, SMS, WhatsApp alerts
- Escalation Procedures: Automatic escalation if issues persist
- 24/7 Coverage: On-call engineers for critical incidents
Maintenance Plans & Pricing
Choose the maintenance level that fits your business needs and budget. All plans include core services with varying SLAs.
Basic Plan ($10/user/month):
- Daily backups with 30-day retention
- Monthly security audits
- Email support during business hours
- Basic monitoring and alerting
- User onboarding/offboarding assistance
Business Plan ($15/user/month):
- Everything in Basic, plus:
- 90-day backup retention
- Weekly security scans
- 24/7 email support
- Priority incident response
- Quarterly restore drills
Enterprise Plan ($25/user/month):
- Everything in Business, plus:
- Dedicated account manager
- On-site visits (Lagos area)
- Custom SLA agreements
- Advanced threat monitoring
- Compliance reporting
💰 Cost Savings: Our maintenance plans cost less than hiring an in-house IT specialist and provide better coverage than typical Nigerian IT support firms.
Let Us Handle Your Email Maintenance
Stop worrying about email downtime, security breaches, or data loss. Our experts manage everything so your team can focus on business growth. We guarantee 99.9% uptime and fast incident response.