How many emails does it take to crash a server? Unfortunately, this isn’t the beginning of an IT joke; in fact, this is a serious question companies both big and small must ask when considering email management needs. Without a reliable system emails build up, servers crash, and important files are lost. With the addition of compliance requirements and disaster recovery, properly managing email components is no longer reserved for high-powered businesses. On July 27, C2C Systems, a provider of email archiving and data management solutions, released a suite of archiving tools designed to give companies, regardless of size, email peace of mind.
C2C Systems—launched in 1992—started to recognize a growing demand on the part of smaller businesses for an email and data archiving solution that would cut cost but wouldn’t skimp on features. To address the growing problems in email management, C2C launched its newest tool, Archive One Express—an email archiving and data management program specifically designed for smaller businesses that need basic archiving capabilities.
With Express users can archive email based on age and quota, or the amount of space reserved on the server to house email messages. Once a user is over their allotted amount of space (i.e. 200MB), or their email messages become too old, the messages are moved into an archive. Express archives messages for up to 200 inboxes. It only takes a few minutes for a file folder, named A (for archived), to show up in a user's inbox.
As Ken Hughes, CTO for C2C systems, explains, “For smaller companies, our product allows them to get up and running within 15 minutes. You run an information wizard that takes five minutes, run an eight-page configuration wizard, and then you can start archiving.” Unlike its counterpart, Archive One Enterprise, Archive One Express only works in a Microsoft Exchange environment and comes with a default repository for that particular year (i.e. emails for 2009), which will archive a recommended 50-100GB or 1-2 million emails.
For larger businesses that require more email activity, C2C systems repackaged its Archive One Enterprise solution, combining previously separate offerings such as Archive One for compliance, discovery, and archiving, into one complete solution. Archive One Enterprise allows users to customize their archiving policies so emails can be archived by date, size, and any other criteria necessary. Archive One Enterprise can also be used for tens of thousands of inboxes and is not dependent on Microsoft SQL server. The Enterprise edition works with Microsoft Exchange, IBM Lotus Domino, MS SharePoint, and Windows File Server. Users also have the option to utilize multiple-repositories, which enables tiered storage for savings in large business environments.
To prevent data loss in case of a disaster, Enterprise and Express users also have the option to add Archive One Cloud DR, which allows for infinite email storage in cloud. “A lot of companies are not exercising best practices often enough for disaster recovery,” says Jonathan Buckley, acting VP of marketing for C2C systems. Archive One Cloud DR works by “using the internet in an automated fashion, which, through a maintenance contract users can get an automated copy of archives.” This way, a company will never have to worry about losing data again.
Both Enterprise and Express come with other unique features, such as the ability to pull .PST files from desktops, laptops, and more, and archive them without any user manipulation. As Hughes explains, this is a “transparent process for consolidating that data into one central place.” With both versions of Archive One, users can take advantage of a pre-archive search and action feature which allows them to create policies before archiving so everything stays organized. Users can specify which emails should be archived, deleted, or copied before archiving takes place. When it comes time find an archived email, Archive One uses a familiar Google-like search tool, which can be incorporated into existing federated search. Users even have access to files via their iPhone or Blackberry.
According to Buckley, knowing what leads to most email management problems is the key to preventing them in the future. “In the large companies I’ve worked for, if your mail boxes got too big, they send you a warning, and then when it gets really too big, they would cut your email off.” When email quotas are put into place, individuals take it upon themselves to save data as a .PST file instead of losing files when their quota is met. In the long run, he says, the “company loses all intellectual properties I’ve built up, and in a compliance situation they are not meeting requirements...Too much email build up on server slows the server down.” This eventually leads to server failure. “When it does fail, it takes a long time to restore.”