New to Email Archiving? Not sure how to manage the warehouse? Increasing storage volume and efficiency are one of the major challenges that every business faces these days.
Businesses are always looking for a way to improve their bottom line through increased efficiency. Storage management needs to be altered to a great extent to match the information demanded by the current information technology-driven environment. With the increase in volume, enterprises are also experiencing a problem in managing storage efficiently which leads to avoidable loss of business information.
To avoid losing the critical information stored on the server, business houses are now adopting some techniques to save space as well as optimize storage management. One such technique is Email Archiving. The idea of archiving comes from the idea of compression, which is one of the fundamental elements of data management.
Online mail archiving solutions are fast and simple to use, but despite this, small organizations usually don’t know how to effectively use them. This article focuses on the major challenges small businesses face while archiving their email and provides tips on how to avoid them in the future.
Testing the Performance
One of the first hurdles any mail archiving solution must address is performance testing. Archiving is a Bottom line matter, so one must put sufficient emphasis on performance testing. Whether a business uses a temp file for backup, stores scanned items in a shared space, or compressed files on a local workstation, all must be compatible with verifiable results.
In addition to performance, an email archiving solution must put in place a verification process to avoid loss of data. Once the data is compressed and stored in the archive, the capability to verify data integrity must be there. Again, a small business won’t have the capability to put in place a verification process, so this issue is something that must be determined prior to the lining of a solution.
Determining the Right Level of Storage
Once an email retention solution is chosen, the next issue is the right level of storage. To determine this, one must consider one important aspect – storage limits.
Windows SharePoint Services (WSS) 5.0 SharePoint Online allows 5 Gigabytes of storage per email account. This is certainly a remarkable offering, but a lot of users will not have this configuration. They will simply run the SharePoint portal as their sole source for email and business-critical information.
SharePoint Online currently offers two email storage limits:
SharePoint Online Migration SharePoint Online offers seamless bi-directional synchronization between SharePoint Online and SharePoint Online, making the highest level of storage support possible. This allows organizations to completely delegate the uprise email archiving to sophisticated archiving software.
The Email Archiving Solution excel report, runner up to the SharePoint Online Auto Archiving Solution, is supplied by Microsoft. This report makes it simple to visualize the differences in storage consumption between a pre-configured SharePoint Online environment and the full PM capabilities available in SharePoint Online.
Important considerations regarding the size of email storage which are paramount to any corporation and the degree of compression that should actually be used. The smaller the email storage elements, the less impact on deliverability that can result from them. High compression levels can cause email delivers to slow or even become inaccessible.
The email archiving solution must come with a policy RUNT & ROOT for email archiving to be fully effective.
Conclusion
By properly defining the email archiving strategy and operating it in a manner that mirrors the business strategy, most businesses can successfully use email archiving solutions to free up space whilst also protecting the organization’s emails from loss or corruption.
While larger enterprises strive to comprehend the complexities of email archiving, in many cases, the solution for present purposes can be quite simple. There are a number of free Email archiving solutions on the market, which if implemented properly, can ensure the effective archiving of small business emails as well as act as a proof resource against email archiving malfunctions.
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