Introduction
Email system is the fastest ways of communication these days. And most people use client to Server type email system like Microsoft Exchange, lotus notes, Hmail system and many others. So for those people who use email to communicate, they need to do email archiving regularly. Email archiving helps users a lot and it is a very good way of building list as well as backing up of emails. Users who do not know the importance of archiving email have not yet known how important they will be in future.
And when talking about the email system, the Microsoft exchange server still takes the largest share in the market because of its ease of use and ability to be maintained with minimum experience. It however has some demerits as well as exchange and system administrators always complain of bugs and synchronization problems. The server is vulnerable to virus infection and can go down for a long time if it is not maintained properly. However, Microsoft exchange is still the most widely used messaging and collaboration system and is what our discussion on archiving emails will be made here:
Proper Maintenance of Archived email
The database of the exchange system increases everyday as the emails are coming in and sent as well. And as with any database systems, archiving email system needs to be maintained properly so that the database will not degrade leading to it getting corrupted in the future. Administrators can make use of defragmentation utility to perform daily or weekly maintenance of the database while third party application and software can be used as well to do full maintenance on a weekly or monthly basis.
Need for secondary Archiving email system
Definitely, when the mail system is undergoing maintenance, it may have to be taken off (downtime; not providing services). Or just to improve the rate of transferring the data from the client to the server systems, there will be great need to setup another mailing system to either act as secondary mail system for a failover setup or as standby system when setting up and down mailing system. Secondary archiving email system will be very useful when doing load sharing, managing archive emails and as well as following configured retention policies. There are numerous tasks that could be done which are sole responsibilities of the system administrator that can still be done by the secondary email system.
So, where the email system will be down because it is undergoing maintenance, then a secondary mailing system needs to be put on to start serving the users so that they will not be affected by this downtime.
Maintain proper Archiving Email system backup
As a matter of compliance policy, every organization is expected to do backup of all its critical data and the archiving email system is no exception. Where there is a problem with the mailing system such that it cannot work properly, a new restore from already backup data can be used to resolve the problem and the network will be up and running again. At the same time, carrying out backup is enough to satisfy the compliance requirement.
