Personal email archive alternative to PST files
If you aren't willing or able to prevent users from keeping old emails "forever", what solution do you have?
- Exchange 2007 allows pretty massive mailboxes, but lots of people still recommend against it (although it's unclear whether there's a real reason for this, or it's just an old habit).
- PST files should not be on a network drives -- the choice seems to be doing it anyways (which I've done for years without any real problem) or backing up desktops (not always an option)
So.. what else?
Notes:
- Bonus points for solutions that works with hosted/outsourced exchange setups
- Bonus points for solutions that allow for some archives to be shared amongst users
- Bonus points for solutions that allow access/search via Outlook (Added w/ Edit)
- This has nothing to do with compliance, I don't care to archive all emails
See the similar questions here for better answers: Email Archiving in an Exchange Environment
And I copy my answer again below,
I always recommend GFI MailArchiver (http://www.gfi.com/mailarchiver/). I have been using it since 2006. Couldn't be happier. To be honest, it's a dream to whoever needs to manage the exchange server for having an archive solution. It makes so much easier managing on the server side.
The MailArrchiver is a web-based system built on ASP.net with using SQL at the back. You don't need to change anything on Exchange server side, only enable the journal on the mail storage and it archives emails on the fly in the real time.
It also has bulk import tool that helps to archive the existing mail boxes and a bulk export tool to download the emails from the archiver. It also has audit built right in.
Most of all, it's inexpensive.
Plus, MailArchiver solves all requirements he has.
If your are using MS Exchange 2007, then you could use Managed Folders. With Managed Folders you can make custom rules for archiving/deleting old emails in client mailboxes. MS Exchange 2010 will include builtin email archiving.
From users perspective, Outlook 2007/2003/2002 Add-in: Personal Folders Backup is pretty handy.
You're not going to like this answer, but I would keep the messages on the server and improve your storage/backup options. When you export the messages you lose the advantages of single instance storage and you will only add complexity to the system. If you're using a hosted solution and they can't expand your storage I would consider moving to someone who can. If not then auto-archiving to .PST's will probably be your best bet.
One other option (in addition to GFI MailArchiver) is Redgate's Exchange Server Archiver which seems to do everything you are looking for. I haven't used it myself, but they do have a free trial: http://www.red-gate.com/products/Exchange/index.htm