This is Part 1 of a series of Email Archiving Best Practices planned in the coming weeks. These posts give an in-depth view of the best practices businesses should adopt to get the most out of their email archiving solution.
Email is a primary digital identity for everybody using mobile and web applications and is also a medium of choice for notifications, communications, and alerts.
With progressive digitization, the volume of emails transacted by each user will continue to grow. It is estimated that a single user will transact 129 emails in a day by 2019, meaning that on an average each business user will grow their mailbox by 4GB annually, year on year.
The Case of Bloating Mailboxes
Naturally, for any IT Team across the globe, managing bloating email boxes of their users is a top concern, which cannot be addressed by throwing more resources at this problem:
- Larger mailboxes mean more load on the server and on the client devices as email clients (mobile and desktop) need to continually download and sync mail from the servers to maintain a consistent and uniform mailbox state across all devices.
- Backup of such large mailboxes could take up substantial time and resources and could also impact service performance during the backup runs.
- All this also increases the cost of the infrastructure and operations as more storage needs to be deployed along with proportionate backup devices
Adopt Hierarchical Storage Architecture
One of the best practices we recommend, to mitigate this concern, is to adopt a tiered or hierarchical storage architecture, where the hot store (primary mail store on the live email platform) has frequently used email for a shorter period of time, and the warm/cold store has the earlier and less frequently used mail.
This is best achieved by deploying a cloud email archiving solution to ensure that all the email are safely recorded in an alternate separate platform, accessible on-demand, and secured by tamper-proof controls.
So What Happens When You Deploy It?
Once you’ve put an email archiving solution in place, you can safely delete mails from the live mailboxes and only maintain recent mail, e.g. only mail of last 3 months.
This can also be done by having an email retention policy in place, supported by most popular mailing platforms. This now improves mail server and email client performance many fold. If users need access to their older email, they can simply login to the self service portal and search for their email.
Smaller, leaner mail storage on the server also means less to backup and less to manage, substantially impacting cost and productivity.
As a side benefit, since users now have access to ALL of their emails from the self-service portal, they can help themselves locate historical or lost email, run deep ediscovery searches to find hidden knowledge pieces and download those emails if required, all of which contributes to improved productivity.
Storing email in 3 tiers, across Hot, Warm, and Cold stores, based on the frequency of access, can improve mail server performance by a high order.
Email archiving is a critical piece of the IT landscape of an organization to help achieve this.
“By 2019, 75% of organizations will treat archived data as an active and “nearline” data source, and not simply as a separate repository to be viewed or searched periodically, up from less than 10% today.” – Gartner
Stay tuned for more in the best practice series of blogs from the desk of our experts.