Why You Shouldn’t Rely on PST Files
PST files are fast becoming a toxic subject for any company serious about running its day-to-day email operations as smoothly as possible. In fact one recent report suggested PSTs took up nearly 15% of an IT department’s daily help desk. But why are these files, which were once thought to be so useful, now considered such a risk? Here we look at five reasons why it’s time to ditch these troublesome little pests…
1. They’re Unreliable
Personal Storage Tables or .pst files were never supposed to be the final solution to the challenge of how to store large amounts of data. However, over time that is exactly what they have become. End users happily dump their emails into them without knowing the risk these files pose due to their tendency to corrupt.
There are a large number of issues, both hardware and software related, which can cause PST files to become corrupt. A faulty networking device, a virus or other type of malicious software or even simply a power cut can all damage these files. The high potential for these files to become corrupt makes them a risky proposition.
2. They’re not safe
One of the appeals of PST files is that they are easy to copy and move between Outlook clients. Adding them to a drive or different device also makes them portable. However, this also represents a risk as they can easily be copied, transferred and accessed by someone with malicious intent.
While PST files can be password protected, finding programs to help crack these passwords is not difficult. As a result, any data stored in these files at risk. When files are easy to copy and move, there is always the possibility that someone takes them with them when they leave the company.
3. They’re difficult to manage
Managing the content of PST files is difficult for system administrators and IT departments. Once data is stored in a user’s PST file, you as an administrator have lost control of the data. This means you can never be certain of finding all mails related to a specific issue.
This poses a number of obvious risks to any business. Should you ever be the subject of a lawsuit, freedom of information request or internal dispute, you cannot say with certainty that you have provided all relevant communications related to the case as your data is now distributed across your network.
4. They’re taking up too much space
PST files cannot be accessed over a network so they must be stored on a local hard disk. This poses as a risk as any instabilities in the network, loss of network connectivity or speed issues in reading and writing from the file server can all cause issues.
Furthermore, the mechanisms Outlook uses to read and write data in the PST file are not efficient when operated over a network. these optimized for handling as system calls to the local operating system. Passing these commands over the network will cause the performance of that server to seriously deteriorate.
5. They’re costing you money
The administrative burden caused by PST files means that they are costing you money. System administrators might be asked to discover PST files across the organization or a user might ask an administrator to attempt to recover data from a corrupt PST file.
Whatever the delay and extra workload, there is a cost associated with all of this extra administrative effort which is not an efficient use of time. This is without even mentioning the potential costs which may arise from an unexpected loss of data or inappropriate data exposure.
Eliminate PST Files with MailMeter from Waterford Technologies
MailMeter from Waterford Technologies is a secure and reliable email archiving solution which can help you to eliminate PST files forever, save email storage space and meet compliance regulations more effectively.
MaiMeter is fully capable of importing your existing PST files and can be integrated with Microsoft Office 365 to enhance the package’s offering, For more information on how MailMeter can help your business get in touch with the team by clicking here.