Personal email archive alternative to PST files

email archive outlook

10,259

Solution 1

See the similar questions here for better answers: Email Archiving in an Exchange Environment

And I copy my answer again below,

I always recommend GFI MailArchiver (http://www.gfi.com/mailarchiver/). I have been using it since 2006. Couldn't be happier. To be honest, it's a dream to whoever needs to manage the exchange server for having an archive solution. It makes so much easier managing on the server side.

The MailArrchiver is a web-based system built on ASP.net with using SQL at the back. You don't need to change anything on Exchange server side, only enable the journal on the mail storage and it archives emails on the fly in the real time.

It also has bulk import tool that helps to archive the existing mail boxes and a bulk export tool to download the emails from the archiver. It also has audit built right in.

Most of all, it's inexpensive.

Plus, MailArchiver solves all requirements he has.

Solution 2

One other option (in addition to GFI MailArchiver) is Redgate's Exchange Server Archiver which seems to do everything you are looking for. I haven't used it myself, but they do have a free trial: http://www.red-gate.com/products/Exchange/index.htm

Solution 3

You're not going to like this answer, but I would keep the messages on the server and improve your storage/backup options. When you export the messages you lose the advantages of single instance storage and you will only add complexity to the system. If you're using a hosted solution and they can't expand your storage I would consider moving to someone who can. If not then auto-archiving to .PST's will probably be your best bet.

Solution 4

If your are using MS Exchange 2007, then you could use Managed Folders. With Managed Folders you can make custom rules for archiving/deleting old emails in client mailboxes. MS Exchange 2010 will include builtin email archiving.

From users perspective, Outlook 2007/2003/2002 Add-in: Personal Folders Backup is pretty handy.

Solution 5

A good friend of mine that worked at a large Exchange Hosting company wrote a good article as to why you do not want to leave PSTs on a network share here: http://cohesivelogic.com/2009/05/should-you-store-psts-on-your-file-server/

With Outlook 2007 SP2, local caching of very large mailboxes (>2GB) works very well.

As to your actual question... I see that you don't want to archive all e-mails, but just certain e-mails for certain people? Are people concerned about losing information that they have moved into PSTs?

View more solutions

10,259

Toto

Updated on September 17, 2022

Comments

Toto over 1 year
If you aren't willing or able to prevent users from keeping old emails "forever", what solution do you have?
- Exchange 2007 allows pretty massive mailboxes, but lots of people still recommend against it (although it's unclear whether there's a real reason for this, or it's just an old habit).
- PST files should not be on a network drives -- the choice seems to be doing it anyways (which I've done for years without any real problem) or backing up desktops (not always an option)
So.. what else?

Notes:
- Bonus points for solutions that works with hosted/outsourced exchange setups
- Bonus points for solutions that allow for some archives to be shared amongst users
- Bonus points for solutions that allow access/search via Outlook (Added w/ Edit)
- This has nothing to do with compliance, I don't care to archive all emails
- Dave Drager almost 15 years
  
  Could you clarify your question? Are you looking to retain access to these old emails in Outlook? If not, you could simply export the messages and save them in CSV then delete them if you do not want to use a PST. I personally throw all older messages in the Archive folders to keep my inbox snappy.
Sean Earp almost 15 years

?!?!?! What does LDAP have to do with storing e-mail? en.wikipedia.org/wiki/LDAP
Joshua almost 15 years

That's the way to go - once the email leaves the server it cannot be safely backed up anymore so if an employee's drive crashes and looses it's data, the PST is gone forever too.
kentchen almost 15 years

pst is an evil to email management. stay away, as far as you can.
Sean Earp almost 15 years

I agree... I was trying to clarify some ambiguity in the original question.
Maximus Minimus almost 15 years

LDAP is good, but not THAT good, I'm afraid.
Toto almost 15 years

Joshua- Desktop backups would take care of that. (Now, backing up desktop may not be something one wants to do, but it's not unheard of.)
akent almost 15 years

"Print and file important correspondence?" Really?
Toto almost 15 years

Aware of this, i should've linked to the KB in my question. PSTs are still an option, but should be stored on the desktop.
Toto almost 15 years

Leaving the data backup up to the users sounds like a great way to get into a lot of trouble.. Just wait for a high level employee to lose the PST because the desktop drive failed..
Toto almost 15 years

Nice, thanks for reminding me about the PST backup tool.
Toto almost 15 years

"The solution is to implement tight data retention policies with rigidly enforced quotas" -- The central premise of the question is that this is not an option.