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outlook/exchange 2010 Archiving best practices

Posted on 2011-09-14
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Last Modified: 2012-05-12
Hi,

I'm working at a small business but that has its own Exchange server, and the emails from some people are growing really fast. For example, four of the users are over their 2Gb quota limit constantly on less than a year because of attachments and huge email traffic.

I have the Personal Archive feature on some users and the normal Autoarchive on others. I intended to used Personal Archive on the most important inboxes, the quota is of 2Gb, but they will reach that limit soon enough. I have to move emails for them by hand on the personal archives because I can't find a way to do that periodically. Of course, the 2Gb limit will be reached, so the archiving should be done on the Autoarchive instead.

Other issue is, the users receive tons of email with important, big attachments, and asking them to remove those attachments and storing on their computers is impossible, so I'd like to store those attachments for them. I only know I can archive those big emails but that does not solve the problem.

So, my question is, how can I effectively archive those importants emails on Personal Archive and when it reaches its limit, archiving on the local machine? Am I thinking it the wrong way?
How to deal with emails with heavy attachments?
Is there a best practices for that?

Hope that I'm explained myself good enough :)
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Question by:AxlTrauts
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Assisted Solution

by:GJohn32
GJohn32 earned 166 total points
ID: 36537717
You can look into getting Symantec Enterprise Archive Vault. (http://www.symantec.com/business/enterprise-vault)
You can set it to automatically archive all emails 100 days olds.  This way everything is backed up on a sever.  

But still teach the employees to do Personal Archiving.
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Assisted Solution

by:Neil Russell
Neil Russell earned 334 total points
ID: 36537801
Although not best practice Outlook 2010 can handle PST files a LOT larger than 2GB. thats old technology

Why not purchase Enterprise cals for exchange and use the exchange built in archiving? You can then create poilicies to handle all of the moving and NOTHING stays on the client, all servver side.

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Accepted Solution

by:
Neil Russell earned 334 total points
ID: 36537837
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Author Comment

by:AxlTrauts
ID: 36537956
Thanks for your replies! Well, I have enterprise CALS on the critical inboxes and enabled the personal archiving on them. The issue is, if it is not recommended having more than 2Gb there, there should be a way to "archive the personal archive" moving the old stuff to another local archive... no, I think I'm dreaming :)

And there is not a way to deflate the emails with attachments, right?
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Author Closing Comment

by:AxlTrauts
ID: 37574047
Ok, Personal Archive is the way to go.

And about removing email attachments, I found this
http://www.makeuseof.com/tag/shrink-your-outlook-pst-by-removing-your-email-attachments/

I'll have to test it soon.
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