Practical Email optimization and archiving strategies

September 17, 2011 – 11:42 am

Email is a popular tool for messaging, calendaring, and managing contacts along with attachments in most organizations.

Email and messaging

Given the popularity of email and diverse ways that it is used for managing various forms of unstructured data attachments including photos, video, audio, spreadsheets, presentations and other document objects, there are corresponding back end challenges. Those back end challenges including managing the data storage repositories (e.g. file systems and storage systems) that are used for preserving and serving email documents along with enabling regulatory or compliance mandates.

Email archiving is an important enabler for regulatory compliance and e-discovery functions. However there is another important use for E-mail archiving which as a data footprint reduction (DFR) technique and technology enables storage optimization, being green and supporting growth while stretching budgets further. There is after all no such thing as a data or information recession and all one has to do to verify the trend is to look at your own email activity.

Industry Trend: Data growth and demand

There are however constraints on time, budgets and demands to do more while relying on more information and email has become a central tool for messaging including social media networking, handling of attachments and means to manage all of that data.

DFR enables more data to be stored, retained, managed and maintenance in a cost effective manner. This includes storing more data managed per person, where when the additional data being retained adds value to an organization. Also included is keeping more data readily accessible, not necessarily instantly accessible, however but within minutes instead of hours or days depending on service requirements.

Data footprint reduction (DFR) techniques and technologies

Here is a link to a recent article that I did presenting five tips and strategies for optimizing e-mail using archiving.

Hopefully many of you will find these to be common sense tips being implemented, however if not, now is the time to take action to stretch your resources further to do more.

In general email optimization tips include:

  • Set policies for retention and disposal
  • Establish filters and rules
  • Index and organize your inbox
  • Archive messages regularly
  • Perform routine cleanup and optimization
  • Leverage cloud data protection services and solutions

When it comes to archiving projects, walk before you run, establish success to build upon for broader deployment of E-mail archiving by finding and address low hanging fruit opportunities.

Instead of trying to do to much, find opportunities that can be addressed and leveraged as examples to build business cases to move forward.

By having some success stories and proof points, these can be used to help convince management to support additional steps not to mention getting them to back your polices to achieve success.

An effective way to convince management these days is to show them how by taking additional Email archiving steps you can support increased growth demand, reduce costs while enhancing productivity not to mention adding compliance and ediscovery capabilities as side benefits.

You can read more here and here, ok, nuff said for now.

Cheers gs

Greg Schulz – Author Cloud and Virtual Data Storage Networking (CRC Press, 2011), The Green and Virtual Data Center (CRC Press, 2009), and Resilient Storage Networks (Elsevier, 2004)

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