5 Best Practices For Exchange Email Archiving

5 Best Practices For Exchange Email Archiving

The Exchange server has its own set of features, characteristics and constraints. For instance, there could constraints involving the amount of space a person may have pertaining to his or her email account. Unfortunately, we all cannot have unlimited email accounts as this may be somewhat unrealistic and possibly very expensive.

There are different best practices associated with Exchange email archiving and here are 5 best practices that you could find useful:

1. Understand the Purpose of Archiving Exchange Email Archiving.

If you or your organization plans on archiving emails, it is important to consider the purpose of such archives. For instance, are there any critically relevant documents that need to be stored? Should the server archive only the emails and delete attachments? What types of information need to be stored or archived? This best practice of gaining understanding paves the way for a robust email archiving plan.

2. Use Scripts to Create Multiple Email Account Archives Exchange Email Archiving.

Usually when archiving emails, there may be more than one account that needs to be archived. Hence, it could be tedious to try archiving these accounts one at a time. It would be better to use some sort of script that can capture multiple email accounts and efficiently archive these accounts.

3. Manually Configure Mailbox Limits Exchange Email Archiving.

It is important to determine the mailbox limits email accounts would have. Once these limits are identified, manually configure these limits so that the Exchange server does not impose its preset default database limits on the email accounts. This ensures that there are no problems during archiving and the email server is able to handle all email account sizes effectively.

4. Determine Regulatory Compliance Issues.

It is important to determine what legal and regulatory compliance issues may exist or could affect the Exchange server archiving process. There may be limits on how much data is archived. For examples, deleted emails may be archived for up a certain number of days or email folders may not be permitted to go beyond a certain limit or size. The longer emails are stored, the more expensive it could be to maintain such archives. Thus, determining the required or acceptable size limits and regulatory issues can be beneficial. Creating policy documents regarding email archiving protocols could be a recommended approach as well.

5. Determine Archive Structure Exchange Email Archiving.

How will the archive be stored? With many email accounts such structure could increase in complexity. Some email archives are structured and named based on the year an email was received or the year the email was sent. In addition, additional archive folders may be created such as personal folders and a folder for emails that were sent.

Exchange email archiving could provide a solution for ever-increasing email accounts and the ability to retrieve emails as desired. By using certain industry best practices, email archiving may be planned efficiently, to enable seamless and successful outcomes. Creating policy documents may also help ensure that compliance guidelines are easily understood and adhered to. Before concluding the email archive plan, it is useful to think about backup routines for archived email.

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About the Author: Duncan Barret