File & Email Archiving for Small and Medium Businesses


Common Small Business Issue :

Rapid Email & data growth is a pressing issue for many small to medium organizations. Storing this increasing amount of data presents an issue and managing what is needed to be kept is a time consuming and error prone process. What is one employee’s trash can be another’s vital reference material. Referring back to old data can save repeating many hours of work, it is also becoming usual for small & medium organizations to be asked to present legacy information to settle or support disputes whether they are internal or external issues.

Backup solutions, very often tape drives run out of space and it is frustrating to face purchasing a new one when everyone knows that 80% of the data being backed up each night is “Static” (i.e. hasn’t been opened, edited or created within the last 12 Months). Mail servers suffer performance issues as their databases fill up with more of this “Static” information, manual archiving of email often leads to pockets of user mail saved to PC’s and Laptops dotted around the organization, finding important information is consequently next to impossible because there is no central record of your organizations email communication.

Issue Summary:

Small & Medium Organizations need to manage data so that older un required data is deleted, important data is kept (for legal or reference purposes) and pressure is kept off of File and Email servers preventing costly and unneeded upgrades to servers, storage and backup tape drives.

LETN’s Recommended Solution

LETN have successfully delivered automated archiving solutions for many of our existing customers. This involves the provisioning of cheaper Network attached SATA Hard Drive storage technology so that older files can be moved from your faster Server Hard Drives onto the cheaper and larger SATA ones. The emails and files that are moved are replaced with a small link so that your employees will not notice a difference when trying to locate their information. When they click on the link it will simply call the file or email back from the archive. The net result is that the archiving process is seamless to the users and there is no training required.
The actual archiving process is handled by an application called Enterprise Vault from Symantec. Gartner have rated this product the most visionary and most able to deliver for five years running and it also have the most installed instances globally than any other similar application. Enterprise Vault can handle archiving email from Microsoft Exchange, files from SharePoint and normal files. this simplifies the archiving process by allowing you to manage all your archiving from one interface. The application works using very granular policies, you can for instance configure it to archive email that is over a certain age/size or simply set it to move anything that has not been accessed for over a year.
LETN are one of a select number of service providers in the UK that are accredited to design, install and support Enterprise Vault so you know you are in safe hands.

Benefits of deploying an Archiving Solution in a small business

  • Avoid disruptive performance issues that are caused by excessive data in your Mail server store or SharePoint database.
  • Prevent your backups from outgrowing your tape drive size or ability to backup within your nightly backup window.
  • Find your information quickly and easily, deleting data because of performance or space issues on your servers is no longer an issue meaning you are able to keep the information you need for longer and find it more easily.
  • Ensure that as your data grows it is moved to the cheapest storage possible so that growth does not demand expensive upgrades for your servers storage.

Links to products mentioned in this solution

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