I'm part of a Microsoft 365 environment, and I'm looking for effective methods to archive large mailboxes, particularly those of executives that are nearing 100GB in total size. eDiscovery can be a bit messy for this task, and I'm considering creating PST files for local storage since they provide quick access for scanning and mounting. However, considering that there are no on-prem tools available anymore, I'm curious about what solutions others are employing for archiving these sizable mailboxes. Are there any recommended tools, scripts, or procedures you've found helpful?
9 Answers
Honestly, we don’t archive mailboxes. When someone leaves, their account is deleted after 30 days unless their manager specifically requests access. This policy has kept our 4000-person company clean without issues—except for one time when our CEO retired. Getting Legal on board has made it easier too.
I second that! Having strict deletion policies is essential, but don’t underestimate the chances of needing old emails in legal situations.
Have you thought about using Active Backup for Microsoft 365 with a Synology NAS? I tested it out, and while I haven't fully deployed it, it seems solid for mailbox archiving! Plus, if your NAS has immutable backups, that's a huge bonus. It's usually less expensive than Veeam or other solutions since you're only buying the NAS hardware.
I was about to mention that! Active Backup for 365 is a great tool at a one-time cost for your Synology gear. Veeam is nice, but if it’s a one-time project, it might be pricier over time.
I've got it running for my team and it's working flawlessly. Just remember though, getting legal access to mailboxes can still be a hassle.
Definitely check out inactive mailboxes for retention. Helps to keep everything organized while protecting important data without relying on external file formats.
Remember to align your archiving strategies with company policies. Collaboration with Legal and understanding real requirements is key!
We like using Barracuda's archiving service for everything. Automatically stores emails securely and we back up with Veeam as well.
The combination of utilizing PST files and backing them up on a Synology unit with their backup app works well for us. Just ship it out to their C2 cloud. Simple and effective!
We implemented a strict 2-year retention policy for new mailboxes, while old ones get a 5-year policy with online archiving. Departed employees' mailboxes are available for 6 months for necessary access, and then everything is wiped clean. It avoids clutter and keeps IT in charge of deletions.
That sounds good, but I still find myself needing to pull emails from 2005 occasionally!
I appreciate this system! But it seems risky if someone forgets to save important emails.
Consider using inactive mailboxes with retention policies instead of PSTs. When you delete a user account, the mailbox remains accessible until you restore it, maintaining the integrity of the data without the hassle of dealing with PSTs.
Just a heads up—steering away from PSTs might be wise. They can corrupt easily and aren’t reliable for critical data retention. It’s better to have a proper backup solution to avoid future headaches.
This approach might work for some, but I've seen clients in legal trouble because of it. It's crucial to have clear retention policies, and that’s where tools like Barracuda shine for compliance.