Cutting down on out-of-control email storage

By Sonian
In Channel
November 25, 2012

Kayla Krause / Sonian

Many businesses are faced with processing and storing loads of useless emails, resulting in increases in pressure on email archiving and storage management systems. According to Kim Dunn, a Business 2 Community contributor, many email storage programs need to cut down on their calories and go on a diet. Dunn reported that there are many actions companies can take when they feel overwhelmed by too many email messages. If IT decision-makers take action, they can alleviate pressure and enjoy a healthier lifestyle.

One of these actions is to reduce the number of useless emails and mail chains. Spam and personal emails don't have much use for the company and can be reduced if strict email policies are implemented. If these emails don't make it to the email archiving system, they won't contribute to overload. Additionally, email data quotas are a good way to keep track of how much is going into a storage system. Enforcing a certain data quota will encourage employees to delete superfluous and unnecessary emails, keeping only the most important archived.

Dunn recommended that IT decision-makers turn to email archiving solutions rather than traditional storage systems to help combat data overloads. Large, bulky servers are needed to accommodate information. Many business environments cannot easily support this infrastructure.

Educate employees about privacy
Although email archiving is a good solution, employees should be made aware of risks inherent to sending and receiving emails in the enterprises. "In most cases, it is not [secure] a lot of times, especially with large corporations. They have what's called email e-mail archiving," said Shane Swanson, chief operating officer of ARRC Technology, according to KGET. Swanson added that corporations can access archived email, especially for legal reasons, even if a user has deleted it. It is important to educate employees about the level of privacy the corporate email archiving solution offers, reported the news source.

To alleviate storage burdens, IT decision-makers can implement email policies and quotas. They can also deploy email archiving solutions that help relieve pressure from exhausted servers, especially if the solution is hosted by a third-party in the cloud.

"I send an email  at least once a day or probably more than that," Kim Crabtree told KGET. With individuals like Crabtree sending emails often, it's important to find solutions that work for the organization.

Read More