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Tuesday, May 27, 2014

Email size matters: Reducing storage costs and boosting performance

Growing digital resources are creating greater demands for email storage and performance. Here are a few considerations for implementing a secure file sharing solution.

Category:   Secure Email

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If you've ever composed an email, attached the important document it's meant to transport, and clicked Send only to receive a message that your file is too large, you know that size is a big deal for email. If your co-worker has hit the storage limit and had to spend hours combing through his or her archives to clear up the space, he or she's pretty aware that storage volumes are important. When your company's email system slows down to a crawl because it can't handle the workload, everyone is all too aware that a small solution is really no solution at all.

Like other data management systems, secure file sharing solutions such as email must have the capacity to send, store, and process files and volumes large enough to accommodate the organization's needs. These requirements can grow as businesses begin to thrive in their industries, so sufficient space and scalability are both crucial attributes to a robust secure email solution.

Storage needs increasing
According to a recent study by Global Industry Analysts, Inc., enterprises' requirements for data storage within their email systems are growing due to a number of factors, namely:

  • Diversity: Email archiving solutions are being used to house other items, including offline PST files, contacts, calendars, notes, public folders, and metadata.
  • Audits and legal considerations: Corporate records must be stored securely and made easily accessible in case they're required for litigation or intellectual property suits.
  • Regulatory compliance: Data storage guidelines stipulate when and how certain files must be retained.
  • E-discovery processes: Companies are trying to improve the efficiency and quality of their processes, including for legal discovery and deduplicating emails.

These factors, in addition to the general growth of digital resources both in volume and complexity, are causing organizations to need larger storage and processing capacity for their email systems.

Both space and security 
One of the advantages of consumer-grade products such as Gmail and Dropbox is that they seem to be virtually limitless and always speedy. However, while they make it easy to send and store large files, they don't offer the same degree of control and security that enterprise secure file sharing solutions can. 

One way to mitigate this problem is to implement an email solution that stores attachments on a designated, secure server, rather than on the mail server. Not only does this improve data security and facilitate greater control over file management, it also prevents large documents from taking up storage space and slowing down performance. This can reduce storage costs, improve employee satisfaction and productivity, and bolster information security.