Mailbox Management

By 2011 the amount of available storage worldwide is estimated at 1000 Exabytes whilst the data generated by then will be closer to 2000 Exabytes! We are all familiar with the driving forces behind this data explosion – more and more people have access to richer application sets on the desktop, mobile and other devices generate huge amounts of digital information. The real challenge is to identify and remove the large quantity of emails within your organisation’s environment that contain pictures, music and other files and have no relevance to your business whatsoever?

This exponential growth of email data hits IT departments in two ways:

1. Costs spiral as servers and storage are added to the estate
2. Users complain about poor Outlook performance

In response, the typical IT department devotes considerable time, effort and money to mailbox housekeeping by perhaps introducing mailbox quotas or archiving in order to keep a lid on the problem. Neither addresses the root cause i.e. identifying what emails organisations really need to keep in MS Exchange.

Our tools allow your organisation to distill business emails from all other. Once an email is identified as a business email it can then be kept and the relevant information lifecycle management (ILM) policy applied to it. Other emails can then be removed with less risk to the organisation. This leaves the IT department in a good shape to introduce mailbox management policies, knowing that critical business material is safe and can be easily reached.

Siphoning off non-business related material has proven to remove more than 50% of existing email stores. The introduction of KnowledgeMill Exchange Warehouse eliminates the need for quotas and allows organisations to work within Microsoft recommended operational guidelines, improving Outlook performance and allowing IT departments to reduce the number of servers and storage required. In turn, MS Exchange gets to do what it is really good at ie a communications platform rather than a datastore.

Our approach will allow you to manage your email environment more efficiently and will start to remove the burden of all this data. The end result is less data for the users to deal with, less data for the IT organisation to manage and less data exposing your business to risk. Good news for both end users and business managers.