Greetings all, I have a dilemma and would like to see if anyone here has a solution to my need.
My company has never enforced any kind of quota or retention policy on our email system, (mostly due to user pushback). This has resulted in us having roughly 6TB of storage used by the Exchange system for about 400 users. Some of our largest mailboxes are approaching 90GB in size. Myself and others in the IT dept here are finally getting approval to do something about it and since our management elected to not archive existing data offsite (citing continued cost of service as opposed to continuing to purchase more expensive SAN space to accommodate massive stale emails, as well as further degraded email performance), we now need to do this process in-house.
Our plan was as follows:
1. Export user's mailbox to PST
2. Enact mailbox retention policy to delete all messages over 90 days
3. Store copy of PST on users PC as well as on cheap NAS for period of up to 3 years while users save any business related emails to our Document Management System
4. Restrict user's ability to save new emails to PST to get around retention policy if possible
I am able to export the content of a mailbox prior to a specific date, however, it doesn't remove from the mailbox, which prevents this being viable to do without user intervention.
Does anyone have a process they have used to do something like this in the past they could pass on? We are wanting to get a good start on this before we get into November so we can possibly address the largest space abusers over the holiday breaks.
Thanks for your future comments, suggestions, and hopefully solutions!