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Why .PST files are not a good archiving strategy
There are a number of ways for companies to practice email retention, including email archiving solutions and preservation policies. One method for Exchange Server users not recommended by experts is personal storage table files, or .PST files.
A .PST file is a file-access-driven method of message storage, according to Microsoft. That means the system uses special file access commands that the operating system provides to read and write data to the file.
These types of files are popular for Exchange Server users to avoid meeting the platform’s email inbox quotas. Users will convert files they wish to keep into .PST format in Microsoft Outlook and hold onto them for however long they are needed.
At first glance, it sounds like a reliable enough archiving strategy – files don’t clog users’ inboxes and are stored on the company’s local or network drives. But this may cause several major problems that will adversely affect the company, including failing to comply with email retention requirements and failing to be prepared for eDiscovery requests.
The following problems arise when users store emails in .PST files for long-term retention:
1. PST Files are not reliable
In fact, the method is so unreliable that Microsoft doesn’t recommend it practiced for email archiving. The company’s TechNet Performance Team posted an entry on its blog entitled “Network Stored PST Files … don’t do it.”
2. PST Files are vulnerable to data loss
A major issue is unintended data loss. Such files stored on a computer’s hard drive are usually without a backup. If a user’s computer is lost, stolen, hacked or the hard dive fails, the file will be lost forever.
3. PST Files can become corrupted
.PST files stored on a network drive are also vulnerable to data loss. Because the files are stored on the network, a user needs a network connection to access them, whether for eDiscovery or other purposes. According to Microsoft, “Microsoft Outlook tries to use the file commands to read from the file or write to the file, but the operating system then has to send those commands over the network because the file is not on the local computer.”
That process can’t happen should a network connection degrade or fail, which in turn will corrupt the .PST file and make it unreadable.
4. PST Files slow down the Network
Ironically, .PST files can be a common culprit behind the network slowdowns and stoppages that corrupt them. The size of a .PST file, compounded by the number of users that retain emails in such a way, places a lot of strain on a network, according to Microsoft.
In its Performance Team blog post, Microsoft gives the example of a couple hundred users who each had two or three, a low estimate, .PST files in Outlook. The users never delete the files and they continue to grow in size the longer they are stored.
Each time the user launches Outlook; the program makes a request for the two or three .PST files, which Microsoft estimates to be about 1 gigabyte each. When the 200 or so users launch outlook, that’s 600 gigabytes – 200 users, times three files each at 1 gigabyte each – worth of files being requested at once.
“That’s an awful lot of Disk & Network I/O to process simultaneously. This is a very common scenario – the file server ‘freezing’ for a few minutes at a time while it tries to service these requests,” according to Microsoft’s blog post.
5. No centralized storage of PST Files
Since PST files are stored on local drives, they can be lost and un-producible when the company faces litigation and an eDiscovery request. If so, a judge can levy sanctions and monetary fines for improper email archiving. On the flipside, PST Files can also suddenly show up when the company thought they had legitimately purged records according to their email retention policy rules. With PST files residing on many different hard drives, it is hard to keep track of all the files and to know which data you have and which data you don’t have. It goes without saying that this uncertainty is less than desirable when dealing with an eDiscovery request.
In short, storing emails in PST files is simply not a good archiving strategy and a centralized email archiving system is advised instead.
Holiday Phishing Scams—Avoid Being a Victim
image by pitklad
‘Tis the season, all right. Law enforcement all around the world report an increase in cybercriminal activity during the holiday seasons. Everything from scams to phishing attacks can land in your inbox and it can be very difficult to discern the legitimate from the nefarious.
One of the biggest trends surfacing this year is the proliferation of fake Twitter and Facebook promotions luring consumers into phishing traps and in some cases full-on scams. Many promotions will promise a popular product at a price that seems too good to be true—and it is. Unfortunately, the consumer won’t know that they’ve been taken by a cybercriminal until long after they’ve submitted their credit card or payment information.
There are also several reports of phishing emails coming from what seems to be retailers following up on recent purchases and banks questioning purchase histories. These emails request login information or other sensitive personal data. Unfortunately, more often than not these emails can be surprisingly deceptive and many people can fall for them.
In most cases, it’s best to call a reliable customer service number if you have any questions at all about an email. Also, recognize that most amazing deals found online aren’t worth the risk.
As a side note, many companies will find themselves at risk of security breaches as employees will often use computers for personal use during the holiday season to get shopping done or visit other non-secure sites. The best way to protect your company from this employee use is to have reliable email filter that will prevent spam, protect inboxes and check for suspicious content.
This holiday season, the best gift your can give yourself and your company is peace of mind from inbox attacks.
Are The Right Elements Motivating Your Records Management?
A recent article by Johannes Scholtes an expert over at AIIM, highlights the factors that dictate proper records management, and that really got us thinking over here at Red Earth Software. How many IT directors are truly considering all the elements and issues that go into proper records management?
Scholtes’ article illustrates issues related to minimizing legal risks and compliance. Legal obligations are major factors. Understanding eDiscovery obligations and regulations are critical for anyone deciding how records management will be handled. Additionally, continuing education and professional development is essential to keep any team responsible for records management abreast of any changes to compliance issues, laws or regulations.
While it is very important to archive and manage records with the possibility of litigation in mind, as Scholtes points out, there needs to be a level of flexibility built into your management system and policy to make room for technological advances and changes in policy.
Scholtes talks about finding “the right mix” of components for your policy and management system. He notes that it is just as important to focus on your storage components, as it is to spotlight the process of your records management.
For us, the takeaway here is that, each company, no matter what size or industry, needs to consider not only how they store records, but why. In the end, our recommendation is that companies utilize the resources available from experts like Scholtes and AIIM to reach their records management goals.
Why Do I Need an Email Disclaimer? Tips for Getting it Right
An email disclaimer can be part of an automated email signature that is included on every email sent. Certain industries, such as healthcare, legal, and financial services, are heavily regulated with compliance guidelines regarding the transmission of sensitive data. Email disclaimers are necessary for these kinds of companies but they are also a good idea for any other company.
Email disclaimers can be used to remind recipients of confidential content and to deter persons from unlawfully forwarding or copying the email. Email disclaimers can also be used to state company email policies, such as not sending libelous, offensive, obscene or defamatory emails. Below are a few tips for drafting an email disclaimer.
1) Research industry guidelines. For example, if you are in the healthcare field, you must familiarize yourself with the latest HIPAA and HITECH regulations. Tax advisors need to keep to the IRS Circular 230 email disclaimer guidelines. Some legal companies require a disclaimer on every email such as “The information contained in this email does not constitute legal advice.”
2) Use a confidentiality header. This information will clearly state the name of the person for whom the email is intended. This is important if you are emailing any sort of sensitive or private information, such as financial data or HR concerns. This line in the disclaimer will offer some protection to the company if the email were to fall into the wrong hands.
3) Use disclaimers on internal emails within the company. Internal disclaimers should be different from external disclaimers and serve an important purpose. Lawsuits have arisen as a result of an offensive email being circulated around the office. An internal email is a good place to reiterate company policy in one or two lines, and internal disclaimers can vary by department.
4) Include company slogans or messages for marketing purposes. It’s an easy and cost-effective way to get the word out to clients or customers about any upcoming products or events your company has in the works. Make sure it is placed at the end of the disclaimer so it doesn’t conflict with important information.
5) There is nothing more annoying than a long list of email disclaimers at the bottom of emails. Try to make sure that your email disclaimer software can avoid adding multiple disclaimers as well as place the email disclaimer below your email message instead of right at the bottom of the email.
View more email disclaimer tips here.
The Unintended Viral Email Campaign
image by suphakit73
Email is an effective communications tool and can benefit a company in numerous ways. There are times, however, when this tool can become a company’s worst nightmare. Oddly enough, even organizational leadership and management can be the source of damaging emails that get into the wrong hands and show an ugly company image.
Back in 2009 an infamous email from a management level investor sparked discussion when it offended employees. They later posted it online for everyone to see and some jokester even started a fake Twitter account mocking him.
Apparently, that incident didn’t serve as a warning and two other bosses are now in the hot seat for some rather uncouth emails. In the first example a convenience store manager sent an email asking employees to guess who would be the next cashier to be fired. The winner would be awarded a $10 cash prize. In the end, it was found that his email had created a hostile work environment, which caused some major financial ramifications for the company.
Another email from a boss to his employees, this time about failing to replace the skimmed milk in the refrigerator, went very awry when the chief executive of a PR firm stepped into the realm of ill-mannered emails. Just think of the public embarrassment and loss of credibility—and over milk to boot!
Frankly, it comes down to the fact that any time someone is sending an email from a work environment, it is important to obey the rules of email etiquette. Additionally, a strongly enforced corporate email policy should be in place for employees at every level.
As shown in the instance of the boss that created a hostile workplace with his email, it’s worth noting that offensive emails can open a company up to legal liability and financial loss. With that in mind, it’s a wonder that any management level employee would expose their company to such potential damages.
It’s been addressed before, but it can’t be emphasized enough. Emails don’t disappear into the ether when you hit send. They are permanent and sometimes can be very humiliating. Don’t let your company end up as the next viral joke.