Set Your Email Users Free

Administrators face a tough challenge when it comes to e-mail management.  As old emails pile up, server performance often suffers.

Traditionally, the most common approach for maintaining optimal server performance was to limit the amount of e-mail storage that users could keep.  Ideally, this should force users to delete more of their emails and be more careful about what they keep on file.

But of course, it doesn’t quite always work this way.

Instead of storing these older attachments and emails in their Inbox, they hack other tricks to serve their own purposes. Usually, this involves copying emails over to a more expensive network drive, where it now becomes unstructured data.

This also causes an inconvenience for users… who may legitimately need to store lots of older emails and attachments in case they need to be accessed later.

Beyond a simple inconvenience, this can also cause bigger problems for the company when it comes to regulatory compliance.  In order to protect themselves from liability, companies need to ensure that email management adheres to strict deletion and retention policies set forth by their legal advisers.

A third problem presented by this approach is that the size and frequency of these emails are now growing faster than the e-mail quotas themselves.  In many cases, companies are reporting email growth of 40% per year or more. To your end users, this might feel as if they’re sitting in a small room and the walls are closing in on them.

One way to deal with this would be to archive old emails on a regular basis…  sending them off to an alternate storage facility in order to remove this inactive or rarely needed data from the primarily email server.

This opens up a whole other challenge.  If users need to access this older archival email, they now need to go through the IT department. This search process is slow, cumbersome and inconvenient.

This is partly why cloud based email archiving solutions have become so popular over the recent years.

Now, older or inactive e-mail data can be regularly transferred to a remote storage server… and taken off of the primary email server.

Not only does this improve performance by freeing of more system resources, but it does so in a way that does not negatively affected the end user.  If any users need to access an older email from the archives, they can do so directly through their e-mail client without having to contact IT.  Also, since they always have convenient access to this data, you eliminate many of the pressures and drawbacks traditionally associated with email quotas.

This also helps free up time for the IT department, since they no longer have to micromanage individual user accounts in order to make special exceptions for different employees.  And because archives no longer need to be manually produced, this frees up more time for IT staff to focus on more important things.

If your company has been struggling to maintain e-mail server performance, you may want to consider archiving to the cloud.

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