Users are in control of the creation and location of PST files, and they have been doing this most often without knowing it. Outlook's default is to auto archive every 90 days, and most users just click the OK button when the message pops up. They don't realise that their emails have been archived to a PST file because it all happens behind the scenes.
But these PST files can be scattered around a company's network and on personal computers with little or no control of their location. Excessive amounts of an IT department's time can be spent recovering PST files for users.
PST Enterprise, a purpose-built application that allows you to analyze PSTs and execute their elimination from your IT system. PST Enterprise gives Exchange administrators the control they need over PST files, whether they are on client machines or server, loaded in Outlook or not. So take control of this major headache.
PST Enterprise was created to manage the task of finding, identifying, and migrating, moving or copying PSTs. Because PSTs are often laden with ROT (redundant-obsolete-trivial saved email data), the powerful rules-based Retention engine is also incorporated into PST Enterprise so organizations can capture only those emails with business value (and mark the rest for expiration).
Microsoft’s Office 365 is growing in popularity, and provides on-demand access to inboxes and Microsoft programs. However, Office 365 is built around the notion of a single “always available” cloud-based mailbox, meaning PSTs need to be re-ingested as part of the migration to Office 365.
PST Enterprise was designed to help large entities deal with migrations that include thousands of PST files (often more). PST Enterprise discovers PSTs without any end user involvement, and can apply management policies prior to re-ingesting, so only emails that have business value (generally, within the company’s overall Retention policies) will be migrated. This can save companies hundreds of thousands of dollars annually as hosted email platforms are licensed by user and Mailbox size. It also great simplifies the migration process, ensuring the organization knows up front the physical size of PSTs being re-ingested so destination resources are available before the migration occurs.
Companies often make the erroneous argument that storage is cheap, and it doesn’t matter that potentially hundreds of thousands of emails are sitting out on secondary storage. What they can’t make is an argument that these unmanaged PST files don’t affect companies’ Compliance with Retention schedules, whether company-initiated or externally mandated. Simply, these PSTs are Compliance outliers, and represent a huge corporate risk.
PST Enterprise simplifies the management of all discovered PST files. It can apply corporate Retention policies retroactively, thus expiring any data which falls outside those schedules. It can also automatically discover any orphaned PSTs – a common issue with PSTs that are no longer associated with an active user. PST Enterprise will identify the original owner, and allow these PSTs to be reassigned or migrated to new owners, in addition to applying the appropriate Retention policies to the data within.
One of the most expensive activities within any corporation is ediscovery. Few companies desire litigation, but it is a consequence of business operations. ediscovery orders are generally broad, and often specify retrieving relevant email data from authors (custodians) who have long since left the firm. Savvy litigators often request searches of company PSTs for relevant information, knowing data may still exist in PSTs which was otherwise deleted from corporate stores.
Email information that is locked away in PSTs is sometimes orphaned and unidentified. PST Enterprise automatically finds and interrogates PSTs across the enterprise, without any end user involvement. Orphaned PSTs are automatically identified, simplifying the identification of relevant custodians’ email data. PST Enterprise can copy (collect) only email data which falls within specific parameters, eliminating the over-collection which hampers many ediscovery efforts.
Companies looking to set-up Virtual Desktops, giving users “access anywhere” capabilities for their existing desktops, can’t provide similar access to saved emails locked in PST files.
PST Enterprise simplifies the migration of PSTs from individual desktops to a corporate server, providing the desired functionality without complicating the end user’s experience. With PST Enterprise, corporate Retention policies can be applied to centrally-stored PST data, and corporate backups will capture and maintain these PSTs without additional effort. PSTs can be re-assigned if users leave or change positions within the organization; no user involvement is required.
The explosion of tablets, smartphones, and other interconnected devices, along with business regulations around devices which “merge” personal and business content (i.e., which can require a different accounting strategy), has put IT in the interesting position of having to support personal devices they didn’t specify nor set-up.
Since email is such a significant aspect of corporate information, email management when you don’t control the end-point device has different requirements. The simplest way to achieve this is to centralize email, so access is device-independent. For users, this means archives and personally-stored email files (PSTs) also need to be centralized. PST Enterprise offers several means to accomplish this. PST Enterprise can allow IT to centrally-manage users PST files – without necessitating any change to how those users access these files. PST Enterprise can also allow IT to migrate relevant PST content – and expire content which is outside of corporate Retention policies – back into users’ inboxes, which is similar to what’s required for hosted email solutions.