Gartner recently released a report that spotlights the importance of using email archiving as part of an organization’s defensible deletion strategy. The report – Best Practices for Using Email Archiving to Eliminate PST and Mailbox Quota Headaches (Alan Dayley, September 21, 2012) – specifically focuses on the information retention and eDiscovery challenges associated with email storage on Microsoft Exchange and how email archiving software can help address these issues. As Gartner makes clear in its report, an archiving solution can provide genuine opportunities to reduce the costs and risks of email hoarding.
The Problem: PST Files
The primary challenge that many organizations are experiencing with Microsoft Exchange email is the unchecked growth of messages stored in portable storage tablet (PST) files. Used to bypass storage quotas on Exchange, PST files are problematic because they increase the costs and risks of eDiscovery while circumventing information retention policies.
That the unrestrained growth of PST files could create problems downstream for organizations should come as no surprise. Various court decisions have addressed this issue, with the DuPont v. Kolon Industries litigation foremost among them. In the DuPont case, a $919 million verdict and 20 year product injunction largely stemmed from the defendant’s inability to prevent the destruction of thousands pages of email formerly stored in PST files. That spoliation resulted in a negative inference instruction to the jury and the ensuing verdict against the defendant.
The Solution: Eradicate PSTs with the Help of Archiving Software and Retention Policies
To address the PST problem, Gartner suggests following a three-step process to help manage and then eradicate PSTs from the organization. This includes educating end users regarding both the perils of PSTs and the ease of access to email through archiving software. It also involves disabling the creation of new PSTs, a process that should ultimately culminate with the elimination of existing PSTs.
In connection with this process, Gartner suggests deployment of archiving software with a “PST management tool” to facilitate the eradication process. With the assistance of the archiving tool, existing PSTs can be discovered and migrated into the archive’s central data repository. Once there, email retention policies can begin to expire stale, useless and even harmful messages that were formerly outside the company’s information retention framework.
With respect to the development of retention policies, organizations should consider engaging in a cooperative internal process involving IT, compliance, legal and business units. These key stakeholders must be engaged and collaborate if a workable policies are to be created. The actual retention periods should take into account the types of email generated and received by an organization, along with the enterprise’s business, industry and litigation profile.
To ensure successful implementation of such retention policies and also address the problem of PSTs, an organization should explore whether an on premise or cloud archiving solution is a better fit for its environment. While each method has its advantages, Gartner advises organizations to consider whether certain key features are included with a particular offering:
Email classification. The archiving tool should allow your organization to classify and tag the emails in accordance with your retention policy definitions, including user-selected, user/group, or key-word tagging.
User access to archived email. The tool must also give end users appropriate and user-friendly access to their archived email, thus eliminating concerns over their inability to manage their email storage with PSTs.
Legal and information discovery capabilities. The search, indexing, and e-discovery capabilities of the archiving tool should also match your needs or enable integration into corporate e-discovery systems.
While perhaps not a panacea for the storage and eDiscovery problems associated with email, on premise or cloud archiving software should provide various benefits to organizations. Indeed, such technologies have the potential to help organizations store, manage and discover their email efficiently, cost effectively and in a defensible manner. Where properly deployed and fully implemented, organizations should be able to reduce the nettlesome costs and risks connected with email.