According to a recent Radicati report, about 120 business emails will be sent and received per day in 2017. If we do the math, the amount of mails exchanged in a quarter by a small organisation of 40 people will be 432,000.
With these astonishing numbers, email storage is naturally one of the main issues bothering IT Managers who are constantly trying to find out efficient ways to manage them.
Unfortunately, email storage gets depleted over time. The restriction of mailbox quotas hardly remedies the problem. By forcing the users to keep their mailboxes within a restricted size, IT managers can certainly slow down the growth of mail store.
But not for long.
Employees at first manage to keep within the restricted mailbox size by deleting unwanted and unimportant mails (especially those with large attachments) but soon their mailboxes begin to fill up with important emails that can’t be deleted – just in case they are needed for reference at a future date.
Also, the system performance starts to drag soon as the volume of emails transacted balloons up over time. The performance can degrade quite rapidly if the volume of email with attachments is high. The ever-increasing volume of emails and attachments stored, inevitably causing backups to take longer and longer to get done.
So how can this problem be solved?
Solution 1: Deploy An Email Archiving Strategy
To reduce email data footprint and improve server performance, a proper email archiving strategy is immensely useful.
After the initial archiving of the entire email data, updating the email archive can be set up as a daily process. Users can still access emails that have been relocated to the archive via their cloud console.
The entire archive can be distributed across any number of independent archive stores. This enables flexible and hierarchical storage management. Older data can be transferred to cost-efficient email storage with just a few mouse clicks, while current and frequently-accessed emails are stored on a high-performance storage system. Despite the use of several archive stores, only one main archiving vault is visible to users. Read more about best practices with archival.
Solution 2: Make Use Of Attachment Stripping
Attachment stripping precisely addresses this issue by drastically reducing the storage needs and the workload placed on the email infrastructure.
With this feature activated, Mithi SkyConnect no longer saves a separate copy of every document attachment. Instead, the server saves a reference to each attached file in central an internal repository. This attachment can be accessed by all the recipients of the mail.
When an attached file is large and a message containing it is broadcast to thousands of users, creating a separate copy of the message for each recipient could require several GB of disk space. Multiple copies of the same attachment often proliferates in mail threads with multiple replies. With Attachment Publishing enabled, the disk space usage is substantially reduced.