One of the biggest challenges for the business firms of today is data storage; how to record the multitudes of emails traveling to and fro? The need for email security, storage, e-discovery and compliance has forced IT professionals to take some drastic measures for an increased mailbox space. There are several options in the market such as third party archiving systems that specialize in containing archived data that is permanent in nature and in a manner compatible to eat discovery. At this cue, Microsoft launched its upgraded exchange email archiving systems.
How exchange email archiving works
The Microsoft exchange email system is equivalent to an associate, “bottomless” mailbox that is native in the sense that it is coupled with the user’s personal mailbox rather than belonging to a third party. It has proven to be a low-cost, unlimited storage that eliminates the need for third party archiving services. Moreover, it does not load onto IT professionals of a firm as does the monitoring of a third party archiving facility.
The best practices for exchange email archiving
There are several features provided by exchange email archiving which will help users achieve the best results. According to several exchange specialists, pre-planning and deployment are a two-tier structure crucial for the development of an exchange email archiving system. The system in itself provides some useful tools and literature such as exchange pre-deployment analyzer which helps provide tips for deployment.
Besides these, exchange systems specialize in providing a wide scope of email archiving and compliance for their users. The recent versions of exchange offer “user archive mailbox close” that are synonymous to a secondary archive mailbox associated with the primary mailbox. These mailboxes are native, accessible and blasting. Furthermore, they are fundamentally located in the same database as the primary mailbox [although the user is given the autonomy to position it on a separate one]. One of the best practices for exchange email archiving is a high availability of archival databases Microsoft employed the services of the DAR or database availability group that basically combines multiple databases with another program active manager that effectively switches from one database to another [in the event of failure] to allow working without a hitch. The replacement of PST files are some other important characteristics of these systems; moreover, exchange archiving is cost and OS friendly as it poses very less processing or I/O burden and its installation and usage is comparatively inexpensive. Additionally, exchange email archiving allows for delimiting mailbox sizes or establishing quotas to optimize the performance of the exchange system. In case the users require more space, exchange mail archiving recommends the setup of multiple mailboxes.
Regarding message retention, exchange email archiving has some clear cut options. Users can manually relocate their email items to the archive mailbox or can set up automatic retention policies. A retention policy is a collection of tags that define with folder items would be automatically retained in the mailbox. This leads the users to regulatory policies compliance in the fulfillment of another important function: creating an auditable interface. For this purpose, e- discovery or multi-mailbox search is fully facilitated for organizations and users with special discovery mailboxes of 50 GB of space.
There are several other features of exchange email archiving that are not mentioned here such as security, mobility, sizing and virtualization. In addition, there are number of tools to facilitate users in every way. This inexorably takes the user to square one; test knowledge of the exchange system and a correct analysis of the needs is what determine the foundation of exchange archiving.