According to a recent Radicati report, about 120 business emails will be sent and received per day in 2017. This means, 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 depletes 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).
However, soon the mailboxes begin to fill up with important emails that employees can’t delete. Or sometimes, employees begin to retain all mails just in case they need them for reference at a future date.
Also, the system performance starts to drag as 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.
Inevitably backups take longer and longer to finish due to the ever-increasing volume of emails and attachments.
So how can one solve this email storage problem?
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 the second copy of the emails, present in the archive folder, via their cloud console.
The entire archive can be distributed across any number of independent archive stores. This enables flexible and hierarchical storage management.
A few simple mouse clicks, transfers older data to cost-efficient email storage, 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 a central internal repository. Access to this attachment is available to all the recipients of the mail.
For example, an organisation sends a message with a large file attachment to thousands of users. Creating a separate copy of the message for each recipient can require several GB of disk space.
Multiple copies of the same attachment often proliferates in mail threads with multiple replies. By enabling Attachment Publishing, the disk space usage reduces substantially.