The Shortfalls of Exchange 2010 for Email Archiving

4 Reasons You Need an Email Archiving Solution

Jeff Laubhan – Waterford Technologies

Microsoft Exchange 2010 seems to dominate the majority of my conversations about email archiving these days; many of my clients ask why they need our MailMeter email archiving solution when there is “built-in” archiving in the platform.

We’re starting to see a migration from Exchange 2003 to Exchange 2010 due to the fact that as of April 8, 2014, Exchange Server 2003 will lose “extended” product support, just like the Windows XP operating system did on the same day.

This means there will be no more security patch support for it. After that date, Exchange 2003 will be open to attacks that won’t be patched by Microsoft, leading to potential security issues for organizations.

But why not just jump to Exchange 2013? “To move to Exchange 2013 from Exchange 2003 is a dual-hop migration because you have to move to Exchange 2010 first,” explained Bill Pray, Gartner research vice president for technical professionals.

“For most organizations in this situation, that means migrating to Exchange 2010 and then stopping — putting off a migration to Exchange 2013 until sometime in the future. The exception is that if they have a compelling business case to move to Exchange 2013 for the new archiving functionality.”

One of my clients likened the migration from Exchange 2003 to Exchange 2010 to digesting a turkey dinner; it was good at the time, but afterwards you are getting sleepy and the migration is still processing. The problem for most is that they think they have email archiving covered, until they start digging a little deeper.

1.) Email Storage Doubles in Size

Most people don’t realize that Microsoft removed Single Instance Storage (SIS). Although on paper it looks hunky dory because of a performance improvement that now means each email attachment is recorded multiple times, let’s do the math here.

A huge PDF that is sent to 20 people then forwarded around like a bad joke several times is kept in the archive an obscene number of times. It’s out of your control how much stuff is sent around and you have to back it up every night.

Maybe think about an email archiving product to deduplicate that bad boy Exchange server. Also, due in part to all of this useless data when it goes down and you have to recover it- you can safely kiss goodbye to your night and weekend.

Mailbox Analyzer Lite

2.) Built in “Archiving”

To define it is like saying that PST or multiple PST files you have are now called a “secondary” mailbox that’s sitting on the server. Yes, that’s archiving. But is it really? Users can still delete emails that they don’t want to keep or delete them in error.

You are putting your corporate retention in the hands of end users. Hypothetically, one could argue that this practice is destroying evidence. Compliance is a nasty word that no one wants to talk about but what about compliance with your policies?

3.) Searching

This can be done individually but is challenging at best across multiple mailboxes. But, like any insurance, you won’t know how much fun it is until you try it. Even then, the fact that files can be deleted so easily means you can never be sure you have recovered all relevant mails.

This is one of the reasons third party solutions such as MailMeter still exist. With the increase regulatory compliance requirements making accurate search and retrieval more important than ever, knowing that you can find the email you need when you need it is essential.

4.) Costs

Another issue that no one talks about is the money that these additional email archiving features that have been baked into Exchange 2010 might have. For example, you need enterprise client access licenses (CALs) for Outlook users who use the archive feature.

Those users also need the highest-cost version of Microsoft Office 2010- Office 2010 Professional Plus for Outlook- to see the archive mailbox. Ironically, Outlook 2007 has a free update that allows its users to see the archive.

Learn More About Email Archiving

If you would like to know more about how an email archiving solution can help your business, get in touch with the team at Waterford Technologies by clicking here now and we can help find the right solution for your business.