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Email archiving for network administrators

The exponential growth of email, coupled with its growing importance as a business communication tool, makes it a high-impact business resource. While email compliance is the responsibility of management and the legal department, IT personnel and network administrators must decide how to manage and store an ever-increasing volume of data.

According to Osterman Research, three out of five companies consider the growth in email storage to be a major concern. One terabyte of data today will increase to 2.5 terabytes in just three years. That is a lot of data to handle. Network administrators understand that, without a good email archiving and management solution, they risk:

  • Storage problems at Exchange Server level
  • Difficulty retrieving emails from backup
  • A growing number of complaints from users whose emails, saved as PST files, are lost or no longer accessible

Email archiving solves these problems for you.

Eliminating mailbox quotas

Dealing with mailbox quotas is a daily issue for administrators. Quotas are needed to prevent the mail server from running out of space. But quotas demand employees delete email to conserve space in their mailboxes. Employees are reluctant to delete potentially useful email, and often petition for more storage space. It can be a constant source of tension.

An email archiving solution that stores a single copy of all company emails on a separate server enables your company to save disk space and give your employees access to all of their old email with just a few clicks. An archiving solution can put an end to “mailbox full” messages and the constant struggle of providing adequate email disk space.

Retrieving old and deleted email

Without an archiving solution, going through backups to find old and deleted emails can be a nightmare. Your network administrator wastes precious time sifting through volumes of old data looking for emails – often without knowledge of when they were sent or received.

With an email archiving solution, administrators can grant employees access to all old and deleted emails via web browser, Outlook®, or any IMAP-enabled device. They will have the ability to quickly and easily search for particular conversations or attachments, and restore emails - without help from an IT administrator.

Losing emails when retention periods are reached

To save on storage space, IT administrators configure email retention policies on the email server. When the policy limit is reached, old emails are deleted. If there is no archiving solution in place, potentially important emails will be lost. Employees under the impression that their email is safely stored in their inboxes are, understandably, upset to find they were deleted when the retention policy reached its limit. While retrieval is possible from backups, it is time-consuming and requires precise knowledge to locate the particular conversation. With email archiving, the process of retrieving old email is easy. Your employees can do it on their own, in the office or on the go.

Pains of PST management

To avoid the problem of deleted emails, many users save their email to PST files, which are stored on their local machine or on a network share. This approach is problematic. If stored locally, PST files may not be backed up regularly. If they are subsequently damaged or deleted, then the email is lost. For example, if there is an operating system issue that requires a reformat of the hard disk, PST files may be deleted in the process - especially if, in the moment of crisis, no one remembers the PST files are there. On the other hand, if PST files are stored on the network share, IT administrators are once again faced with the hassles over storage requirements, the need to increase the number of backups, and the overhead to manage all those PST files.
With an email archiving solution in place, these issues simply go away.

The solution

GFI Archiver® solves your IT issues, cuts costs, and keeps management and employees happy. The GFI MailArchiver archiving solution is easy to configure and use, and it is available at a price the most budget-conscious finance director will find hard to ignore.

Download a free 30-day trial