Reasons to Archive – PST Management

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In this penultimate part of ‘Reasons to Archive’ we look at the challenges of managing PSTs, the potential threat they present to organizations and the benefits of locating, migrating, managing or eliminating them  …

PST Management: Locate, Migrate and Eliminate PST Files

PST files cause ongoing problems for many organizations today.  Often used by end users as personal archives for email and containing valuable business data, these files can be scattered widely across end user devices and network storage. The average size of a PST file is 1.3 GB – equivalent to more than 100,000 emails, and we find that organizations typically average 3-4 PST files per user.


Why are PST files such a problem? 

Frequently the fly in the ointment when embarking on any critical IT projects, PST files create a myriad of problems.  Not only do they plague IT departments with operational issues, they also present a corporate risk which challenges legal departments.

Security Security
PST files are highly portable.  Whilst this can be extremely useful they are also easy to misplace and bring the risk of valuable data within being lost or falling into the wrong hands.
Unreliability Unreliability
PST files were not designed for long-term data storage. They are easily corrupted, and resolving issues with these files can be a significant overhead for IT administrators.
Ownership Ownership
Administrators are unlikely to know how many PST files they have or where they’re located, and some files may not have a current owner if they are disconnected from Outlook.
Backup Backup
PST files located on desktops or laptops are not usually backed up.  If on a network location the large size of these files can impact backup and restore windows.
Discovery Discovery
Legal requests for eDiscovery and similar searches must include data stored within PST files; this is challenging if they are unmanaged or their location or owner is unknown.
Compliance Compliance
Data within PST files often falls outside the scope of corporate governance, particularly if located on end-user devices; this puts the organization at risk of non‑compliance.
Projects Projects
Key IT projects may require that all data existing within PST files be migrated to a new location.  This overhead may represent a significant threat to the success of those projects.

 

How can archiving solutions help? 

Archiving solutions address the challenges of locating, managing and eliminating these troublesome files wherever they exist across the organization.  They also enable you to meet your compliance requirements for data currently within PST files and to satisfy legal discovery and other information requests.  Here are some of the benefits of managing PST files:

Reduce Risk Reduce Risk
Identify all the valuable business information that is currently stored in PST files across your organization, then secure and manage this data within a central archive so that it will not be lost or corrupted, and is readily available as needed.
Eliminate costs Eliminate Cost
Storing, securing and supporting PST files is expensive in time and resources.  There may be many terabytes of data on end user devices or on network servers which can be deleted, or which can be migrated back centrally and managed more efficiently.
Enable Compliance Enable Compliance
Applying retention and deletion policies to data within PST files means you will retain only data that is needed, and therefore can be fully compliant with government and corporate information management policies.
Support Discovery Support Discovery
All PST files across the organization can be located and searched individually in response to requests for investigation or legal discovery.  Alternatively you can simplifying the discovery process by eliminate these files altogether and migrating their data to a central archive.

 

PST Management with C2C

C2C solutions start by locating PST files wherever they exist across the organization.  They then minimize or eliminate the ongoing cost of storing and managing these troublesome files by managing them in-place or migrating the data from them back into Exchange or into a central archive.  Our solutions also enable you to meet Compliance requirements and undertake Discovery requests on the valuable business data contained within those PST files..

Next … In our final blog of this series we’ll take a glimpse into the future of archiving …

 

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