Data And Information Part 1 E Mail Archiving

Data And Information Part 1 E Mail Archiving



Data And Information Part 1 : E-mail Archiving
The current state of​ e-mail
Today e-mail is​ such an​ integral part of​ our day to​ day lives .​
So much so, that the thought of​ being without it​ is​ inconceivable .​
This is​ realised nowhere more so than in​ the corporate environment .​
Despite the high development and vast spread of​ e-mail over previous years, it​ is​ still not without its problems .​
Viruses and SPAM being the main concerns, but a​ slightly more unlikely issue is​ that of​ storage space .​
Users have turned their mailboxes into electronic filing cabinets whereby everything is​ stored away into neat folder structures .​
Why do they do this? The obvious answer being because it​ is​ easy .​
Policing from IT Administrators is​ an​ obvious solution to​ the issue, but with the ever increasing integration between office systems, can we simply set black and white guidelines for how and where the e-mails are stored and for how long?
How can I​ combat these issues?
It’s all too easy for a​ user to​ scan read an​ e-mail using auto-preview, and then just file it​ away knowing it​ will be there for when they need to​ address it​ properly .​
The end result of​ this is​ a​ slowing mail server with mailboxes well over the optimum size .​
IT Administrators are limited by their tools to​ what they can do to​ fix these problems .​
The options that they are presented with are as​ follows:
1 .​
Get users to​ manually prune their mailboxes – There is​ no sure fire way to​ accomplish this on a​ regular basis and users find it​ difficult to​ distinguish a​ mail that they need to​ keep from one that they don’t
2 .​
Use Auto Archiving – Some mail clients, including Microsoft Outlook include an​ auto archiving feature which stores old e-mails into a​ local file, thus reducing the size of​ your live mailbox .​
This relatively primitive technology again moves the responsibility of​ e-mail archiving to​ the end user.
3 .​
Use an​ enterprise archiving solution such as​ the Symantec Vault products (formerly VERITAS Enterprise Vault) .​
This solution is​ by far the most manageable and it​ removes responsibility from the end user to​ the IT administration team.
Symantec Vault Products
The Symantec Vault products provide a​ flexible archiving framework for e-mail, file and web based content .​
The products enable discovery of​ content held within these formats, whilst helping to​ reduce storage costs and simplifying data management .​
The powerful search and discovery capabilities are complimented by powerful client applications for corporate governance, risk management and legal protection .​
Some of​ the key features include:
1 .​
Automatic cradle-to-grave content lifecycle management for e-mail and other corporate data
2 .​
Easy and rapid search and retrieval of​ content allows end-users to​ tap into organizational knowledge.
3 .​
Storage optimization reduces message and information stores by 50 percent or​ more.
4 .​
Ensures compliance with retention and discovery policies by acting as​ a​ secure repository for electronic information.
5 .​
Reduces the cost of​ content retrieval, recovery, and administration.
6 .​
Provides an​ information warehouse for corporate data that can be mined as​ a​ knowledge resource using built-in index and search technologies.
7 .​
Seamless integration of​ archived e-mail with existing mail systems remaining transparent to​ the end user
What should I​ do next?
1 .​
Decide what type of​ e-mail archiving solution is​ right for your business
2 .​
Understand what you are trying to​ achieve from investing in​ an​ e-mail archiving solution
3 .​
Consider how implementing an​ e-mail archiving solution will affect your users and what changes will need to​ be made by them




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