Why do we archive?
The method of email archiving goes as far back as the origination of email. Over the past couple of years, the plans have changed very much. There have been notable inferences concerning the primary mailbox along with the archive mailbox, or a secondary mailbox. It is therefore essential to understand the vital differences in between them,
- The archiving mailbox is not cached when it comes to the OST, and it also a part of it.
- The archiving mailbox also has a limitless capacity for users who possess E3 licenses.
It is vital to understand that the archive mailbox is very similar to other different mailboxes when it comes to receiving emails, and these are not just read-only emailing, which is a common misconception.
Some of the critical points as to why the archiving of emails is used are as follows,
The OST file created by Microsoft Outlook harms the workstation if the files are large. Since these mailboxes are not cached, the primary mailboxes are then kept for close to 3 months to a year, thereby preventing the size under check. But now, Microsoft Outlook provides users with a free rein to control the data, which is to be cached, thus achieving this from the client’s end.
- Total Capacity
Microsoft Office 365 provides users with a dedicated 50GB mailbox, which is essentially a larger version as compared to the previous version with limited storage capacity. This giant version mailbox ensures that users can have an on-premises Exchange with little exceptions. If users fall short of this storage space and you need to keep the messages in question, the archive mailbox works at an advantage. While the E1 licenses provide users with archiving mailbox, the total capacity of the primary mailbox and the archive one offers a total of 50GB of storage space.
- Other reasons for the same
Apart from the points mentioned above, administrators would need to force their users to keep their mailbox as clean as possible. So, all information that is present before two years would be there in the primary mailbox and the rest of them in the archiving mailbox. Therefore, it is possible to search for both, but it is vital to understand that users must prioritize what they require in terms of priority.
Keeping Emails for Retention Reasons and Compliance Policies
Microsoft Office 365 offer users with the possibility and capability to make the mailbox contents immutable. If you want your emails to be kept for a specified period, then there is something called “Litigation Hold” or “In-Place Hold.” Both functionalities would ensure that all emails would be retained even though the user deletes it from his/her history or their view.
Retention policies are mainly used if you want to move messages to the archive mailbox after a certain number of days or force the deletion action. If you want these messages to be kept for a more extended period, then there is a need to use the Litigation Hold or In-Place Hold in place.
Every points mentioned above ensures that Archive mailboxes are relevant in the current tasks and even today by companies and big-ticket corporations.
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