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Corporate Email Security

Exchange Migration

by Gregg Ruais

Companies that archive their emails have to deal with the issue of database management. Information occupies storage space, which costs money. Studies conducted by database consulting companies estimate that, at most companies, more than 50 percent of all data stored locally has not been accessed in the past six months.

My guess is that email messages are recalled even less frequently than other types of information. When companies store emails locally, they squander tremendous amounts of primary storage on information that, in all likelihood, will not be used. The vast majority of emails will not be recalled for investigative purposes.

Exchange Migration and HSM

In order to save money on data storage, companies need to ensure efficient data migration. Immediately after an email exchange takes place, the message should be stored locally for a set period of time, which varies from business to business. As the message gets older and less likely to be recalled, it should migrate to secondary storage, which is less costly to the company. Under the right hierarchical storage management (HSM) system, exchange migration occurs automatically.

At some companies, messages older than 30 days leave employee inboxes and move to secondary storage units. Ideally, IT departments do not have to manually move any information. Information located in secondary storage may take slightly longer to access, and not everyone will be entitled to search the archives. However, with the right software, even emails in secondary storage can be recalled within seconds.

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