Problem: Ever-increasing volumes of email and the mass of old emails force IT managers to seek ways to efficiently manage storage resources.
Email storage gets depleted over time. Use of mailbox quotas hardly remedies the problem. The restriction works for a while. By forcing the users to keep their mailboxes to within a restricted size, IT managers can slow down the growth of mail store. But not for long. Employees at first manage to keep within the restricted mail box size by deleting unwanted and unimportant mails (especially those with large attachments) but soon their mailboxes begin to fill up with important emails that can’t be deleted. Just in case these might be needed for reference at a future date.
Also as the volume of email transacted increases overtime, the system performance starts to drag. The performance of the system can degrade quite rapidly if the volume of email with (large) attachments is high. The ever-increasing volume of emails and attachments stored, inevitably causing backups to take longer and longer to get done.
A. Attachment Stripping: Attachment Stripping addresses precisely this issue by drastically reducing the storage needs and the workload placed on the email infrastructure.
With the attachment stripping feature enabled, Connect Xf no longer saves a separate copy of every document attachment. Instead, the server saves a reference to each attached file in central an internal repository. The attachment can be accessed by all the recipients of the mail.
When an attached file is large and a message containing it is broadcast to thousands of users, creating a separate copy of the message for each recipient could require several gigabytes of disk space. Multiple copies of the same attachment often also proliferated in mail threads with multiple replies. With Attachment Publishing enabled, disk space usage is substantially reduced. Read more about other features in the latest Connect Xf release.
B. Mail Archival: To further reduce data footprint and improve server performance a centralized Mail Archive can be immensely useful.
After the initial archiving of the entire email data, the task of updating the mail archive can be set up as a daily process. Users can still access emails that have been relocated to the archive using their desktop mail client.
The entire archive can be distributed across any number of independent archive stores. This enables flexible and hierarchical storage management. Older data can be transferred to cost-efficient storage media with just a few mouse clicks, while current and frequently-accessed emails are stored on a high-performance storage system. Despite the use of several archive stores, only one main archive is visible to users.
Combining the benefits of keeping a single instance of an attachment with the ‘single instance technology’ where emails with identical content and attachments are only stored once in the archive, the storage requirements are significantly reduced. Read more about best practices with archival.
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