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Why Email Archiving Beats Email Quotas Big Time

Christina Goggi

This guest post was provided by Christina Goggi on behalf of GFI Software, a leading software developer that produces network and messaging security solutions for SMBs.

  • Published: Mar 15, 2011
  • Category: General
  • Votes: 3.7 out of 5 - 6 Votes
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IT administrators need to find a way to prevent emails from clogging mailboxes and over-stretching storage space on their servers. Studies show 55% of organizations are already using quotas of 249MB or less to counter this problem. But are email quotas the best solution?

This guest post was provided by Christina Goggi on behalf of GFI Software, a leading software developer that produces network and messaging security solutions for SMBs. More information: GFI email archiving solution.

As you read this article, billions of emails are being sent and received all over the world. It is safe to say that a high percentage of that email is business related. IT administrators need to find a way to prevent all that email from clogging mailboxes and over-stretching storage space on email servers, and studies show 55% of organizations are already using quotas of 249MB or less to counter this problem. But are email quotas the best solution?

Out of the Frying Pan, into the Fire

In order to follow their email quota, employees are left with two options: delete emails or make use of PST files. Both are problematic.

If employees delete emails, they are putting the organization at risk as these are records which might be needed for future reference if an issue ends up in a courtroom. If a business does not produce information in a timely or appropriate manner it will face huge fines, not to mention the loss of corporate reputation and, with that, lost revenue.

With quotas in place, personal folders, PST files in Exchange or NSF files in Lotus Notes are created and emails are moved, attachments and all, to those personal folders. What's the problem here? To begin with, if stored locally, PST files cannot be backed up regularly by the administrator. PST files can become corrupt at some point or accidentally deleted and when that happens those messages are lost. If these files are stored on a network share, you do not solve anything really as you end up with storage issues here as well. As email volumes increase, so does the need for more storage for PST files and the additional difficulty in managing them - let alone finding an email in hundreds of PST files.

What makes Email Archiving the Right Solution?

With a good mail archiving solution you would not need to worry about storage on your email server or network share as message contents and attachments are extracted from every incoming and outgoing email, indexed, and stored in a read-only format on a separate database.

Because the organization would have a centralized and accessible copy of all its email, the risk of accidental or intentional deletion of email is negligible. Also, both the user and the admin can access their email with just a few clicks - making it very efficient to search for material in case of compliance and eDiscovery requests.

The massive volumes of email organizations receive and send every day have made email archiving a must and a critical element of any messaging strategy. With a solid email archiving solution, you will improve server performance, reduce the need for additional storage on the server, no longer depend on PST files and, at the same time, become compliant with numerous laws and regulations.

Additional Readings

E-mail Records Management Part 4: Quota Management and Sending E-mail to the Records Center

Step 3: Set email storage quota limits on Exchange 2007 folders

 

This guest post was provided by Christina Goggi on behalf of GFI Software, a leading software developer that produces network and messaging security solutions for SMBs. More information: GFI email archiving solution.

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