In today’s modern data messaging architecture, PST files are no longer a suitable storage medium within a corporate environment. PST migration helps to mitigate the risks associated with PST files that include:
Costly to Store
Automated Data Discovery
Complex algorithms and defined rules ensure integrity and accuracy of owner assignment. This minimises the risk of miss-assignment which is highly likely with manual methods.
With the potential of tens of thousands of files to locate, manual discovery is generally not an option. Our software can be configured to find PST files anywhere, even on workstations and laptops.
The potentially geographically dispersed nature of PST files can be easily handled due to our distributed architecture. This allows the files to be located as quickly as possible and with minimal disruption.
The discovery process analyses PST files for corruptions and collects data such as size, message count, password protection and location – all this is made available to allow detailed project planning.
Scheduled PST Migration
Intelligent Error Handling
Once the PSTs have been migrated to a centralised system such as Exchange, Office 365, Mimecast or EV.Cloud, the data that was once inaccessible and unstructured is now held in a searchable and manageable central location. From here it can be tracked, is secure and significantly is GDPR compliant. Key deliverables include:
A complete picture of your organisation’s PST file data
Secure and Compliant
Improved data storage security and ensured GDPR compliance
Reduced data storage costs
Automated and Auditable
Timely, cost-effective and compliant project delivery
PST Migration Steps
1) Locate the PST files
Discovery is a critical first stage of the PST migration process. While smaller companies may be able to locate all PST files manually, medium to large organisations with tens or even hundreds of thousands of PST files located on servers, workstations and laptops are likely to struggle. Not only would this be a thankless task, but manually assembling lists containing this volume of files is prone to human error. Moreover, many applications use the .PST file extension meaning that not all files with this extension actually contain messaging data and should obviously be ignored.
Our distributed architecture allows us to find files wherever they are located, be it centrally or hidden away in a regional office. PST Accelerator also checks that the file found is actually an Outlook file before adding it to our database, thus ensuring reports detailing your PST estate are accurate.
2) Assign owners
PST Accelerator uses complex algorithms to determine PST file ownership, taking many factors into account during the discovery process. Because the process is fully automated and allows one or more rules to be set, the possibility of miss-assignment is drastically reduced if not eradicated entirely.This provides confidence that the right file has been associated with the right individual, the PST migration will not place the messages in the wrong destination, and simplifies the project even further.
3) Scheduled PST Migration
We understand that issues might occur along the way during the PST migration such as corrupt messages, network issues between source and destination and space limitations. As a result, error handling is designed into the product from the ground up, with configurable retries, skipping and reporting of corruptions and the management of space quotas all built in as standard.
PSTs and GDPR
One issue that has surfaced recently is that of Subject Access Requests (SARs), where a company receives a request for information from an individual. In order to fulfil the request properly, the company must search all of its email communications, including PST files. These storage files can be searched from within Microsoft Outlook, but this does require someone to manually connect to each PST file in turn and then type in the search criteria.
For small companies with a few employees this can be manageable, subject to understanding what terms to search for. However, for larger companies potentially with multiple offices, finding all PST files on the network can be troublesome. There have been instances where estimates have been given for 1 – 2 Tb of PST files only for our software to find in excess of 46.5Tb during the discovery process.
And once the files have been found, the process of manually opening them is unlikely to be completed within the statutory timescales of 1 month. There have been instances of large corporations spending £300k – £400k in resourcing, simply to respond to a single SAR. The next SAR will cost the same again.
A much cheaper option is to migrate the PST files to a central system such as Exchange, Office 365, Mimecast or EV.Cloud where enterprise grade search facilities exist.