Mailboxes on company mail servers are frequently constrained by certain size quotas. As these quotas are close to being reached because of a large volume of email traffic, the mailbox is likely to issue a notification to its user to take action to preserve the performance of the system. The action called for usually involves a choice.
Users can either choose to sift through their email and find items suitable for deletion to free up space or they can choose to allow the email system to archive older items in personal folders known as PSTs.
The disadvantage of deleting email is simply that it takes a great deal of time to accomplish. Users must identify which items they need to keep and which they should delete. Moreover, this course of action is usually a very short term solution.
However, the creation of PST files of little benefit to the user either. This is because PST files are very difficult to manage. These files go against best practice and are at odds with regulations concerning email retention because they are so difficult to locate and monitor.
The best solution to these issues is to install email archiving software which is equipped to manage and recover these PST files into the archive. Software of this kind automatically archives email that enters the company servers along with existing email and PSTS data, and requires no intervention from users.