Email Storage Solutions: Why Your Enterprise IT team Needs to Manage Email Smartly?

Updated: Jan 11, 2021

Email storage: why your enterprise IT team needs to manage it smartly

According to a recent Radicati report, about 120 business emails will be sent and received per day in 2017. This means, the amount of mails exchanged in a quarter by a small organisation of 40 people will number 432,000.

With these astonishing numbers, email storage is naturally one of the main issues bothering IT Managers who are constantly trying to find out efficient ways to manage them.

Unfortunately, email storage depletes over time. The restriction of mailbox quotas hardly remedies the problem. By forcing the users to keep their mailboxes within a restricted size, IT managers can certainly slow down the growth of mail store.

But not for long.

Employees at first manage to keep within the restricted mailbox size by deleting unwanted and unimportant mails (especially those with large attachments).

However, soon the mailboxes begin to fill up with important emails that employees can’t delete. Or sometimes, employees begin to retain all mails just in case they need them for reference at a future date.

Also, the system performance starts to drag as soon as the volume of emails transacted balloons up over time. The performance can degrade quite rapidly if the volume of email with attachments is high.

Inevitably backups take longer and longer to finish due to the ever-increasing volume of emails and attachments.

So how can one solve this email storage problem?

Solution 1: Deploy An Email Storage Management and Archiving Strategy

To reduce email data footprint and improve server performance, a proper email archiving strategy and use of email storage solutions is immensely useful.

After the initial archiving of the entire email data, updating the email archive can be set up as a daily process. Users can still access the second copy of the emails, present in the archive folder, via their cloud email storage console.

The entire archive can be distributed across any number of independent archive stores. This enables flexible and hierarchical storage management.

A few simple mouse clicks transfers older data to cost-efficient email storage solution, while current and frequently-accessed emails are stored on a high-performance storage system.

Despite the use of several archive stores, only one main archiving vault is visible to users. Watch this video to learn more about using archiving for better email data management.

Solution 2: Make Use of Attachment Stripping

Attachment stripping precisely addresses this issue by drastically reducing the storage needs and the workload placed on the email infrastructure.

With this feature activated, Mithi SkyConnect no longer saves a separate copy of every document attachment.

Instead, the server saves a reference to each attached file in a central internal repository. Access to this attachment is available to all the recipients of the mail.

For example, an organisation sends a message with a large file attachment to thousands of users. Creating a separate copy of the message for each recipient can require several GB of disk space.

Multiple copies of the same attachment often proliferates in mail threads with multiple replies. By enabling Attachment Publishing, the disk space usage reduces substantially.

Ready to go to the next step? We suggest you watch a video of how email archiving works, use a live demo account of the product (no sign up required) and then sign up for a no-obligation free 30-day live trial.

Want an in-depth discussion? Our archival experts are ready to talk to you, one on one to suggest archival best practices, to help you manage email storage better, learn how to make use of all the archived business email for business intelligence and stay ready for regulation compliance. Contact us today.

Want to just keep updated with the latest in Email Archival? Watch recordings of email archiving webinars to understand in depth how enterprise email archiving can benefit you. Most of our webinars are well-researched stories about live customer use cases, as narrated by the customer and an AWS team member Live.