How Email Archiving Can Benefit Your Business

Posted by on Sep 10, 2012 in Exchange, Exchange 2007, Exchange 2010

Exchange archiving is a great way to move content from the “live” mailbox that is synched to your users’ OST file to a location that is still available online, but administrators who are looking for a more feature rich solution to provide additional services to their users should consider a third-party email archiving solution. Email archiving offers a number of features that not only benefit your users, but can also increase the performance of your Microsoft Exchange Server infrastructure. Here’s a look at five ways email archiving can benefit your business:

Reduce your storage requirements

Just like Exchange archiving, email archiving with a third-party solution can help reduce the size of users’ active mailboxes, which leads to a reduction in mailbox database size, but email archiving doesn’t depend upon Exchange, and can store content on lower tier, less expensive storage. It can also reduce mailbox sizes by:

–               File storage

Email archiving can save off file attachments from emails to a storage space not dependent upon Exchange. Users can keep the email messages in their mailbox and quickly get to the attachments without taxing Exchange.

–               Single Instance Storage

Some email archiving solutions bring Single Instance Storage back to Exchange, so that one message with the 5MB attachment sent to all one thousand of your users can be archived as a single instance of the message. Instead of saving 5GB of attachments, you have 5MB.

Eliminate PSTs

Both Exchange archiving and email archiving can reduce your users’ tendency to save mail to PSTs, but unlike Exchange archiving, some email archiving solutions include tools to migrate content from existing PSTs into the archive. No longer depending on PSTs means no risk of data loss from PST corruption, or time wasted trying to recover PSTs.

Retention policies

Retention policies go hand in hand with archiving solutions, and can handle the aging and automatic purging of content that you no longer want lying around. Some content may include information you want to keep forever, but other content at best just takes up space, and at worst could be something that comes back to haunt you in the future. Retention policies ensure that content doesn’t stick around past its useful life, and doesn’t require your users to make decisions about what to keep and what to throw away.

Automatic or manual archiving

Email archiving solutions can support both automatic and manual archiving actions, so that you can automatically archive any or all content – including new content; or you can also empower your users to make their own archiving solutions, such as when they close out a project or complete a sales cycle.

Exchange archiving does what it does very well, and often provides all the archiving capabilities that a company needs. But for additional features, flexibility and deployment options without the need to license another Exchange Server, email archiving solutions are the way to go for many companies.

This guest post was provided by Casper Manes on behalf of GFI Software Ltd. Read more on how to improve your Exchange archiving

All product and company names herein may be trademarks of their respective owners.

If you require any assistance with your Email Archiving solution or other IT needs, the team at GKM2 are happy to assist.  You can contact us via or  call us on 1300 797 288 within Australia.

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