Email Management Server
 

Typical Usage
Email Management Server can enable users to keep email in their mailboxes for extended periods of time while keeping mailbox and database sizes under control.
The most effective way to do this is to use an email management tool to move attachments from messages to a low cost file or web server while maintaining a link within the email message.
Most Effective Scenarios:
Introduce a corporate policy for “Sent” attachments.
 
This policy should stipulate all files sent from a mailbox will be deleted leaving only the name of the file sent in its place. Since the files originally came from the user, they don’t need an extra copy kept in their mailbox.
 
1.
Determine a suitable timeframe to leave attachments in users sent items…typically 30 to 60 days is sufficient time. This allows users to re-forward previously sent messages with attachments without having to re-attach the file.
 
2.
Set up an email policy that deletes attachments “sent” by a user.
 
3.
Set the policy to run weekly off hours prior to a full Exchange backup.
 
4.
Perform a full backup of your Exchange Server databases
 
5.
Perform a full backup of the location the files are moved to.
Introduce a corporate policy for “Received” attachments.
 
This policy should stipulate all files received in a mailbox will be moved leaving only a link to the file in its place. These attachments should be moved to the “Single Share” server to save space. Alternatively they can be moved to a user’s home directory.
 
1.
Determine a suitable timeframe to leave received attachments in users mailboxes…typically 30 to 60 days is sufficient time. This allows users to forward messages with attachments without having to re-attach the file.
 
2.
Set up an email policy that moves attachments “received” by a user.
 
3.
Set the policy to run weekly off hours prior to a full Exchange backup.
 
4.
Perform a full backup of your Exchange Server databases
 
5.
Perform a full backup of the location the files are moved to.
Enable policies for Exchange 2010 Personal Archives to remove all attachments.
 
This will substantially increase the amount of time users can keep email for and greatly reduce the size of the databases. Copies of the above two (2) email policies can be utilized by assigning them to the personal archive mailboxes. Setting these policies to run once a month is probably sufficient for effective email management.
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