Are you looking for ways to archive your email and user files?

email archivingI was talking to a customer a while back and he proudly announced that he has never delete an email. I thought to myself that this is not something to be proud about. It is like saying I have never change oil in my car. A car needs maintenance and so does your Outlook email client. A few minutes of time a week can help keep your email client running smooth.
archiving
It is fairly common to keep unneeded mail in both the Inbox and Send folders. In case you didn’t realize, there is a copy of every E-mail sent kept in the Sent Items folder. Often it is not necessary to keep years’ worth of these. I recommend that you go to each folder, scroll to the bottom and delete old e-mail you no longer need. You can use windows keyboard short cuts to help in this. If you click on an email you want to delete and scroll down and hold the shift key and click on an email item, you will select all items in that range. Then if you hit the delete key, you can delete the block of emails all at once.
Also, don’t forget to look in personal folders you have created and delete emails no longer needed there.
When you delete email it is moved into the Deleted Items folder, it normally stays there unless you empty it. To empty the Delete Items, go to that folder, select all the deleted items you wish to get rid of, and press the Delete key.

If you would like to see how much space you are using in Outlook, it most versions you can click on File options it top ribbon. Then in the window displayed next to the mailbox cleanup icon, you will see a graph displaying how much storage you are using.
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Some people recommend that you archive email to a PST file. That is something that is helpful for those who do not like to delete emails. But, I would be cautious. Here is an article that explains the downside to using PST files to archive email.

Another alternative is to create a folder in windows and move the email you want to archive into it. Here is a good article that explains it. This is very easy and cost effective way to archive email.
Alternative to PST files – Simple way to store email

Manually archiving email either to a PST or to a file folder is not an effective solution for many organizations because you must rely on the users to routinely archive their email. And, it is easy for a user to accidently delete important data.
If you want to be more diligent or you have regulations that you need to comply with, I suggest you look at finding an archival product to hand this. There are lots of products on the market. They can be categorized as either on premise or hosted solutions.
On premise solutions are the most common. An example of an on premise solution that works well for a small organization is GFI Archiver. It is a software based product that is install on an on-site server. It costs $35/user for software and $10/yr./user for maintenance.
GFI email archiving

The advantages of a solution like this is that it is fully automated, so no user involvement is needed in the archive process. This particular product archives emails, calendar items, and files. It has good security and excellent search capability. The disadvantage is the upfront cost and that you would possibly need to add a server onsite.

Hosted archiving solutions, sometimes called cloud archiving or Saas (software as a service), are becoming more common. They are easy to implement and maintain. An example, is a product that I am familiar with, Securance Email Archiver. It is an add-on to Securance SPAM filtering application. I believe it cost less than $10/user per month. This is a really great solution for small organization.

Another solution is use Laserfiche ECM software to store your emails.  The advantage of this solution is that you can search all of your documents and emails in one simple search.  You will find that it also has a much better search engine than the other solutions mentioned above.

What every IT person should know about email archiving …

Did you know email makes up as much as 90% of corporate data and is doubling in volume every 18-24 months?
If you are interested in learning about email archiving then take a look at our Industry Update, which provides you with a selection of resources to keep you current and informed of the latest solutions.

Email Archiving in the Hybrid Cloud: Why Increasing Numbers of Businesses Prefer Flexibility and Control of an On-Premise Solution, with the Elasticity of Cloud Storage.

3 Reasons to Archive Email: Discover what influences email archiving, how to tackle your most important email problems and the possible solutions to these various needs.

Microsoft Exchange Server 2010 Comparison Report:! This exclusive 2-part comparison report will help your organization decide on the best solution for your business by providing an insight into some of Exchange 2010’s archiving limitations.

Is email security important for Law Firms in Minneapolis, Minnesota?

email security and email encryption - law firms in Minneapolis Minnesota

If you work at a law firm, you know that you work with a lot of sensitive information for your clients. From time to time, I am sure, you have to email your clients. What do you do if you have sensitive information? Do you have a way of sending a email securely? Email security is not an option, it is necessary!

If you would like to discover how a law firm can send emails securely you should attend a webinar that we are having with ZixMail. They will be held:

Tuesday May 22nd from 9:30 to 10:30 am CST

and

Thursday May 31st from 9:30 am to 10:30 am CST


Please contact me and I will give you more details on the webinar.

Here is more information on ZixMail Encrypted Email:

ZixMail

ABA Ethics Opinions on Electronic Communication

The Case for Email Encryption Required by the Law

Securence Email Filter/Anti-SPAM

Securence Email Filter was
just selected the State of North Carolina as their email filter solution. With over 100 domains, over 100,000 users, and millions of emails each year. This choice was made very carefully. Securence was up against every major competitor and scored a 98 out of a 100, the second place finisher, among about a dozen, scored a 68! Securence dominated all the big players. Since the implementation, the users are reportedly love the fact that the many junk mail messages they used to get are gone. And IT loves it because their is little to no maintenance required.

C2C Email Archiving – remote laptop access to archive

Here are some details on the capabilities of Offline Email Archiving for remote laptops. It is great to have your email archived on your server, but some users need access when they are not in the office or connected to the internet. C2C Archive One has this capability with an optional module. Hope it is helpful. Please let us know and we can demo these features for you.

Larry M Phelps
Solbrekk Inc,
Minneapolis, Minnesota
cell 612-382-4069

Preparing for Offline Synchronizing
ArchiveOne Enterprise (Policy) can be configured so that a laptop (or any other type of PC) that
is sometimes online and sometimes offline to the network that the ArchiveOne Service is on can
maintain a copy of the archive of a mailbox, which can be used when they are offline.
This has the following requirements and features:
o The laptop must be running an OST copy of the server based mailbox.
o On a regular basis, the laptop must be connected to the network that the ArchiveOne Service
is on, in such a way that they have the same access permissions as a standard PC that is
permanently connected – it is not sufficient just to have a dial-up connection, unless that
gives the laptop fully authenticated access. Specifically, they need to be able to see server
shares on the network.
o It requires Outlook 2000 or later on the laptop, and the Laptop Client component installed.
o When offline, laptop users will be able to view messages by viewing the message links in
their mailbox (which will then view from the local copy of the archive) but they will not be
able to search the archive.
o When online, laptop users will behave like any other user, including searching the archive.
o Archiving is only performed on the server. The laptop contains a copy of the server based
archive of the mailbox, but it is never updated on the laptop. If the laptop is lost or stolen, a
new laptop can be configured and can easily be brought up to date with the latest copy of the
archive, with no loss of data (except for any mail that was not archived and not on the server
copy of the mailbox).
o Whereas most mailbox archive data can be stored either on a hard drive or a storage
manager, archive data for mailboxes that are being synchronized must be located on hard
drive. This means it is the administrator’s responsibility to ensure they are suitably backed
up.
o If multiple users share the laptop or one user accesses multiple mailboxes, the Laptop Client
will keep local copies of the archives of all appropriate mailboxes up to date whenever it is
online.
The architecture is as follows:
o The administrator enables a mailbox for offline synchronization.
o They then archive the mailbox.
o During regular intervals (which can be scheduled), the ArchiveOne Service updates an offline
repository that contains items just for this mailbox. This offline repository is temporary and
is not required for backup.
o The ArchiveOne Service shares this offline repository as a network accessible share (viewable
only to users who are allowed to search into the mailbox) if it is not already in a shared
location.
o When the user logs into Outlook on the laptop, the Laptop Client software checks to see if the
user’s mailbox has an offline repository on the server.
o If so, it copies the offline repository data onto the laptop.
o It intercepts attempts to view message links in the mailbox, and if the laptop is currently
offline, it uses the local copy of the archive.

C2C and Solbrekk partner to provide email archiving – Minneapolis Minnesota

C2C, a leading provider of email, file and messaging management solutions, today announced it has signed Solbrekk, Inc., based in Minneapolis, Minnesota, to supply email archiving, e-Discovery, and compliance solutions.

“C2C ArchiveOne® software is an excellent archiving solution that is extreemly simple for the user and extreemly flexible and powerful to handle the needs IT and compliance officers. It can handle the needs of large enterprise clients yet simple to understand and use for small to midsized businesses,” said Larry Phelps, director of sales and marketing, Solbrekk, Inc. “C2C’s eDiscovery and retention management for live, PST and archived data is unique among email archiving products.”

“Email and file volumes grow dramatically in some of the industries Solbekk serves, such as insurance and legal services, so our ArchiveOne platform will be welcomed by their customers as a way to tame and control runaway storage costs while also delivering regulatory compliance for retained and archived data,” said Dave Hunt, CEO at C2C.

C2C’s ArchiveOne solutions are simple yet sophisticated tools that are field-proven to help organizations with archiving, retention and eDiscovery of email and files, compliance management, intellectual property containment and storage management tools. ArchiveOne employs Zero-Training User DesignTM and is completely transparent, installing in about one hour. ArchiveOne for email provides secure access to archived emails through iPhone or download lucky patcher apk BlackBerry devices and through web and web service technologies for offsite workers. Sophisticated features include the ability to search and take action on data before it is archived, which provides assurance against “data fingerprints” being stored in the index, reduces capacity needs, speeds backups, and optimizes TCO. Advanced PST management allows administrators to discover, search, delete or consolidate PST files across the organization and integrated Bates Stamping streamlines the e-discovery process. ArchiveOne is not dependent on SQL databases, so it offers best-in-class flexibility and scalability, as well as reducing risk and improving system usage. A live online demonstration, references from ArchiveOne users, and a 30-day trial are available.

About C2C
C2C Systems has earned the trust of its four million software users since 1992 by consistently delivering high-value, dependable core messaging system enhancements. Microsoft® Exchange, SharePoint®, and Windows® File Server together with IBM® Lotus® Domino® form the heart of our commercial and governmental customers’ businesses worldwide. C2C’s ArchiveOne® product family is the trusted choice for their email and file archiving, e-discovery, compliance management, legal forensics and storage management tools to enhance these platforms.

Email Archiving – Which Method is Best?

Email archiving is fairly easy concept to understand, but how it is accomplished using the underlying technologies is not as easy to grasp. These technologies include; MAPI, Exchange Web Services, Transaction Log Parsing, and Single Instance Storage. Most product demonstrations typically spend time explaining the benefits of their products as they should. But, an understanding of the underlying technologies can help you make a more informed decision.

Some have said that Microsoft plans to move away from MAPI. I don’t believe Microsoft is moving away from MAPI any time soon. Currently, there are an estimated 500 million Microsoft Outlook users. Outlook uses MAPI to connect to Exchange. Even using Outlook remotely (RPC over HTTP), you are still using the MAPI protocol via plain RPC or RPC embedded within an HTTP data stream.

For this reason I recommend a email archive product that uses MAPI technology.

Other products use Transaction Log parsing. Although, this works, it is not using Microsoft’s best practices approach. Essentially developers are reverse engineering the Exchange undocumented Transaction Logs to extracting data for archival. Using this method can result in a major problems for this type of archive product if for some reason you need to restore Exchange data from a backup.

For this reason I recommend that you do not select an email archiving product that parses the Exchange Transaction Logs.

Many people are worried about email archiving adding extra overhead to your Exchange server. Both archiving methods, using MAPI or Parsing Transaction Logs , do add a certain additional load to a server. But we have not seen this cause problems. In most cases, most organizations have too much data in their Exchange server and using a good email archiving product eliminates this unnecessary data and actually makes the Exchange server perform better.

If you have questions or would like to look at email arching, please feel free to contact me.

Larry Phelps
Solbrekk
Minneapolis Minnesota

C2C Email Archiving

We find that the reason many people have problems with their email server is that their user are using their email system as their filing cabinet. Seldom deleting emails, just in case they need them. This causes their server to fill up, affecting performance and sometimes causing the system to near is storage limits.  User are asked to delete their email or archive it.  PST files are created and are difficult to manage.  Can you relate to this?

    Here are some good reasons you should consider implementing a Email archival system:

  1. Server performance
  2. Server capacity
  3. Reduce IT workload
  4. Eliminate reliance on PST files 
  5. More efficient search and retrieval 
  6. Security 
  7. Compliance 
  8. Discovery 
  9. Disaster Recovery 
  10. End-user convenience 
  11. Manage retention policy 
  12. Employee productivity,a recent IDC study revealed that a company with 1,000 information workers can expect to lose more than $5 million in annual salary costs because of time spent on unproductive e-mail searches.  Reasons to Archive Email 
     

We have looked at many Email Archiving products and recommend C2C.  Here is some articles that I think you will find helpful.

C2C Key Benefits of Archive One Email Archiving

C2C ArchiveOne Express Email Archive for Small Business

Email Archiving Disk-based Repositories White Paper

C2C Microsoft Exchange Advanced Email Archiving

C2C Email Archiving Osterman Research on Content Retention

If you are interested in learning more about email archiving or would like to engage in a 30 day pilot project, please contact me.

Larry Phelps

612-382-4069

Solbrekk

Minneapolis Minnesota