As email administrators, one of our information management challenges is to monitor the activity on the Exchange server and implement policies to control email data storage. Unfortunately that is just a portion of the ESI data that might be relevant to your company. A recent study conducted by a litigation support firm determined that only 57% of U.S. and 39% of UK corporations have mechanisms to preserve potentially relevant data when litigation or a regulatory investigation is anticipated. Since preserving email server data is comparatively easy – we suspect that a large percentage of the data that is not preserved resides in PST files.
We talk to dozens of email administrators and almost universally they tell us that their Outlook users have not idea that they are creating PST file data when they see this helpful window pop up on their desktop:
Even though the box clearly identifies the location of the PST file – desktop users oftern push the Yes without reading the text – or worse yet, they check the ‘Don’t prompt me’ option causing the archive PST to be automatically updated in the future.
If your organization needs to preserve ESI for ediscovery compliance purposes, Sherpa has two PST tools to help you manage the data on user desktops that you may not know about:
- PST Backup Attender is a decentralized product that you can distribute to each desktop using a group policy. Once it installs, the desktop agent will automatically scan the local fixed drives for PST data then enforce a backup (or retention) policy that was installed along with the agent. Backups can be directed at any UNC path in your network (on a scheduled basis) so you begin to build a centralized repository of the PST messages that may be used for disaster recovery or e-discovery purposes.
- Mail Attender also offers a desktop agent component. Once deployed and installed on a workstation the agent scans for PST files then ‘phones home’ to the Mail Attender server it is registered with and reports what it has discovered. Within minutes the desktop PST files show up as email stores in the Mail Attender console and administrators may begin creating rules to move, copy, delete or compress PST data resident on the desktop.
Just because you don’t know about PST message data does not mean you cannot manage it! To learn more about either of these Sherpa products, register for a 1/2 hour demo today!