Many enterprise-level Exchange Server setups use -- or are currently evaluating -- a third-party email archiving...
systems for compliance with regulatory standards.
One thing that has become increasingly important is having an email archiving solution that can optimize for message attachments. For example, if you have an attachment that's emailed to 50 people in your organization, a "dumb" email archiving solution will archive the same attachment 50 times.
This is a waste of space -- and even though space is theoretically dirt cheap, it's not cheap enough that you can afford to take a cavalier attitude toward it.
One of the simpler systems for dealing with attachments is C2C's MaX Compression, an add-on for Exchange Server that compresses and decompresses email attachments on-demand, as they are requested, out of the Microsoft Exchange store.
This approach works best if your users are not already doing this habitually (there's no point in compressing an already-compressed archive). Also, it is only practical for items that are being kept online in Exchange Server, rather than those rotated out to an offline archive.
However, C2C's Archive One product uses the same on-the-fly compression combined with a multiple-database archiving engine for efficiency with high volumes of data. In the same compress-as-you-go vein, GFI MailArchiver, uses a SQL Server database to store the message data -- a nice way to make use of SQL Server as part of your Exchange Server archiving setup.
Another attachment-archiving method involves removing attachments entirely, analyzing them for redundancies across the whole enterprise, and then archiving only single copies or differential copies.
One program that uses this technique is ZANTAZ First Archive, which employs the same tactics for both messages and email attachments, along with metadata for each. Quest Software's Archive Manager has the same "single-instance storage" function for attachments and message data alike.
About the author: Serdar Yegulalp is editor of the Windows Power Users Newsletter.
Do you have comments on this tip? Let us know.
Related information from SearchExchange.com:
Please let others know how useful this tip was via the rating scale below. Do you have a useful Exchange Server or Microsoft Outlook tip, timesaver or workaround to share? Submit it to SearchExchange.com. If we publish it, we'll send you a nifty thank-you gift.