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Current Filter: Document>>>>>> Cutting the donkey work with email archiving Editorial Type: Case Study Date: 11-2013 Views: 2149 | |||
| Leading worldwide animal charity the Donkey Sanctuary needed to rationalise its approach to email archiving, as some users kept over 30,000 emails in their mailboxes
The Donkey Sanctuary has established itself over the past 43 years as one of the leading charities for the protection and care of hundreds of thousands of vulnerable donkeys and mules worldwide. Like all organisations, email has become the primary source of internal and external communications. Initially running Microsoft Exchange 2003, but with plans for migration to Microsoft Exchange 2010, lots of employees were lured into the Outlook auto-prompt 'auto archive your old items now' to create locally based PST files randomly residing on C drives across the organisation. Not only had the resultant PSTs proliferated making them hard to discover, but they had become too large to guarantee accurate restore. The Charity's Director of Finance and IT, Chris Young, highlighted the concept and benefits of email archiving, having read C2C's article '3 Reasons to Archive Email' which contained references from nearby Exeter University, who had successfully used C2C's ArchiveOne solution. The Donkey Sanctuary contacted C2C and established that ArchiveOne not only offered archiving and would maximise efficiency and reduce the cost of Microsoft Exchange, but usage would also critically demonstrate compliance with government policies through e-Discovery enablement.
THE C2C SOLUTION Keen to migrate the most streamlined email store possible, Andy Brinsford, IT Systems and Support Manager, The Donkey Sanctuary commented: "Migrating to Microsoft Exchange 2010 from 2003 whilst not overly complex, is a manually intensive process. It is not a 'set and forget' operation and you need to manually monitor mailboxes transitioning over; so reduced Information Stores are great news in terms of significantly cutting management overhead and time to migrate."
STORAGE COSTS DOWN, CONFIDENCE UP Users at The Donkey Sanctuary can now seamlessly access archived data from their Outlook folders, even when offline, simply by clicking on the Archive icon. Search and retrieval of emails is fulfilled confidently in seconds. Andy describes enhanced user confidence in the system: "Once users realise what the new process is and how watertight it is, they become more comfortable with total email management and thankfully, gone are the days when they felt the need to keep every email saved in random locations on their hard drive. Even if they mistakenly delete an archived message, we can locate it back from the integrated web-based search portal." At a management level, adoption of ArchiveOne has resonated positively towards demonstrating compliance to government legislation and defensible information management. The Donkey Sanctuary is reassured that through ArchiveOne's pre-assigned policies, management can now capture all email via journals. Delivered through a web based portal, officers in HR or legal support can ensure and demonstrate adherence with government regulations and enforce legal on-hold messages. | ||
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