Over the years, a company will have sent and received thousands of emails that are slowly piling up on its servers, compromising their efficiency. Outlook email archiving encompasses systems and tools that help administrators organize email information to clean up the email servers and free up some storage to help it work more efficiently.
Auto-archive
Outlook has an AutoArchive feature that lets you control Outlook email archiving behavior on two levels. First, you can turn the feature on or off for the whole Outlook program and designate an archiving schedule. You can also choose where your archived information is supposed to go after leaving the email servers.
Second, you can enable or disable automatic archiving on a folder-by-folder basis. In this setup, you can specify how old an email should be before it can qualify for archival and then designate a spot where it should be stored. Archival destinations can be different from the one you've specified for the first AutoArchive level.
Best practices on archiving email
Regardless of which type of Outlook email archiving tool you use, it's always advisable to use the Outlook Group Policy Template to control the archival settings centrally. Depending on the size of your company or organization, you want to keep your mailbox size limit to 500 MB or smaller. This will facilitate a more organized archiving system so you don't find yourself swamped with emails that you need to organize.
You want to configure AutoArchive to run at least every seven days without having to prompt the user for it.
Email archival
Email and instant messaging information can now be used as binding evidence in court cases. New rules of e-discovery require companies to create email retention policies that will allow for easier search and retrieval of email information that are summoned by the courts, making an effective email compliance solution a necessity.
Opt for an Outlook email archiving system that is easy to use so you don't have to spend a lot on training your staff on how to run it. It's also a good idea to make sure that the tool comes with a security mechanism or can accommodate any form of security that you want to use to keep your information safe.
DataCove is a complete email archival appliance that features a plug-and-play functionality so you can install it on any part of your network. The tool is designed for various types of email archiving needs for business and organizations of all sizes. For inquiries, contact us through this website today.
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