You should look into version control software for better control. It will also help to cut down on the amount of data you store. One copy vs many copies of a document. It will also help you track who checked out and made changes to docs and allow you to revert back quickly to older versions if needed. If you can tie it back into the Exchange system then you'll be the hero.
> -----Original Message----- > From: Atkinson, Daniel [SMTP:[EMAIL PROTECTED]] > Sent: Tuesday, January 15, 2002 10:02 AM > To: Exchange Discussions > Subject: RE: Slightly OT: PST policies > > hi jim, > > you make some good points, but it's a little different here. We're a media > company - advertising, prepress, web solutions. A lot of document traffic > is > PDF's, quark documents - artwork revisions etc. It's very useful for our > staff to keep this data in Outlook, because it provides an audit trail > without having to do anything. For example, someone recieves a file, > amends > and sends it back. Their inbox holds a copy of the original, at the date, > time etc when it was sent and received. Their sent items records the > amended > document and when it was returned. This is a simplified example - some of > our consultants and mac operators have quite complex communication > patterns > with many agencies, printers etc and keeping it all together in Outlook is > very efficient for them. > > dan. > > > > For the most part you don't need to keep either of the > > messages. What I've > > been beating people over the head here is that I don't care > > that you have an > > e-mail from 3 years ago stating that we would switch to Fubar > > Software. If > > it's part of meeting, then it needs to be in the meeting > > minutes. If it was > > part of a project, then it needs to be part of the project > > documentation. > > Most users will tell you they are keeping e-mail so they can CYA. Bull > > biscuits. > > > > What are the attachments in the e-mails? Memo's? > > Documentation? Budgets? All > > of this should be published to a public folder or an intranet > > and links sent > > via e-mail. Go through you're e-mail, check the attachments > > and see what you > > have. How much of that information is repeated again and again in your > > environment? Exchange was never meant to be a storage and > > retrieval system. > > > > Of course all of the about is a behavioral issue, so there is > > not much we > > can do about it other than to educate the users. > > > > > -----Original Message----- > > > From: Atkinson, Daniel [SMTP:[EMAIL PROTECTED]] > > > Sent: Tuesday, January 15, 2002 5:52 AM > > > To: Exchange Discussions > > > Subject: RE: Slightly OT: PST policies > > > > > > I don't understand your solution Ed. You're saying to keep the IS > > > manageable, get everyone to use OST's and save off > > attachments? OST's > > > aren't > > > for archiving, they mirror the store - no space saved. Why > > get users to > > > pull > > > attachments out of exchange to disparate locations on the > > network? No > > > backup, no owa access, no SIS, no 'audit trail' of their > > work, big pain in > > > the butt (saving several attachments from a message SUCKS!). > > > > > > Ideally I'd like exchange to do the archiving job for me, > > but Microsoft > > > likes leaving out useful features to perpetuate the third > > party add-on > > > market. So, I could have a really good third party archiver > > that puts old > > > data down to optical disk or something, but that's not > > going to happen > > > here > > > for now so we'll stick to users archiving to PST's, and if > > people want to > > > put these on net drives to back them up I really don't see > > a problem. > > > > > > dan. > > > > > > > Add to the OST idea teaching your users how to remove > > attachments from > > > > e-mail they feel they must save. > > > > > > > > Ed Crowley MCSE+I MVP > > > > Tech Consultant > > > > Compaq Computer > > > > "There are seldom good technological solutions to behavioral > > > > problems." > > > > > > > > > > > > -----Original Message----- > > > > From: [EMAIL PROTECTED] > > > > [mailto:[EMAIL PROTECTED]]On Behalf Of > > > > Atkinson, Daniel > > > > Sent: Monday, January 14, 2002 8:10 AM > > > > To: Exchange Discussions > > > > Subject: RE: Slightly OT: PST policies > > > > > > > > > > > > thanks for your comment ed. > > > > > > > > i like the idea of offline folders, but surely these would > > > > just be mirrors > > > > of the users mailbox, or a subset thereof. That's not > > what's needed > > > > here...the users need to archive data so they stay under the > > > > store limit and > > > > can send mail. I don't see how an offline folder could be > > used in this > > > > manner. > > > > > > > > am i missing something about offline folders? > > > > > > > > dan. > > > > > > > > > I'm not going to argue with you on your point, but I > > suggest that > > > > > offline folders might be more appropriate. > > > > > > > > > > Ed Crowley MCSE+Internet MVP kcCC+I > > > > > Tech Consultant > > > > > Compaq Computer Corporation > > > > > Protecting the world from PSTs and Bricked Backups! > > > > > > > > > > > > > > > -----Original Message----- > > > > > From: [EMAIL PROTECTED] > > > > > [mailto:[EMAIL PROTECTED]] On Behalf > > Of Atkinson, > > > > > Daniel > > > > > Sent: Friday, January 11, 2002 4:52 AM > > > > > To: Exchange Discussions > > > > > Subject: RE: Slightly OT: PST policies > > > > > > > > > > > > > > > ok, check this pst scenario: > > > > > > > > > > exchange site in uk, 450 users, 400mb mailbox limit, 30gb store. > > > > > > > > > > servers are located in london, remote sites in northern > > > > cities connect > > > > > via 2mbps links. > > > > > > > > > > users often hit the mailbox limit and have to archive to pst. > > > > > in london, > > > > > they just move items to a pst on their local disk, and we > > > > > make sure that > > > > > they understand their data is no longer available via OWA > > > > or backed up > > > > > nightly. > > > > > > > > > > in the northern cities, the techs have put the PST's > > onto network > > > > > drives. i immediately yelled "pst on net drives = bad" but their > > > > > philosophy is that they have plentiful disk space on their > > > > > file servers > > > > > and a fast network, so they do this to gain the advantage of > > > > > backing up > > > > > the pst's. > > > > > > > > > > i can't think of any good reason to persuade them to store > > > > > the pst's on > > > > > local hard drives, and i think that's because there isn't one. > > > > > > > > > > dan. > > > > > > > > > > > > > > > > -----Original Message----- > > > > > > From: Ed Crowley [mailto:[EMAIL PROTECTED]] > > > > > > Sent: 11 January 2002 06:11 > > > > > > To: Exchange Discussions > > > > > > Subject: RE: Slightly OT: PST policies > > > > > > > > > > > > > > > > > > That's fine [1] but keep them off file servers. > > > > > > > > > > > > [1] not really > > > > > > > > > > > > Ed Crowley MCSE+I MVP > > > > > > Tech Consultant > > > > > > Compaq Computer > > > > > > "There are seldom good technological solutions to behavioral > > > > > > problems." > > > > > > > > > > > > > > > > > > -----Original Message----- > > > > > > From: [EMAIL PROTECTED] > > > > > > [mailto:[EMAIL PROTECTED]]On Behalf Of > > > > > Cook, David A. > > > > > > Sent: Thursday, January 10, 2002 12:34 PM > > > > > > To: Exchange Discussions > > > > > > Subject: RE: Slightly OT: PST policies > > > > > > > > > > > > > > > > > > I have read all those things about PST=BAD and I have used > > > > > > all of those. > > > > > > I gave my suggestion of do not allow any PSTs and I was > > > > told that we > > > > > > have to allow PSTs. The reasons is the best part of the > > > > whole thing, > > > > > > "they have always been able to use PSTs so we can't take that > > > > > > away from > > > > > > them". Politics is the problem. > > > > > > > > > > > > The more I'm thinking about this the madder it makes me. I've > > > > > > given this > > > > > > recommendation before and then this time I was asked > > to give the > > > > > > recommendation again so it could be taking to the powers that > > > > > > be. I give > > > > > > my recommendation and I'm told it is not acceptable. I'm > > > > pretty much > > > > > > being given the recommandation and being told that it is my > > > > > > recommendation now justify it. I can't justify the > > wrong decision. > > > > > > > > > > > > So that was my rant that you all could care less about but > > > > > thank you > > > > > > everyone for the input. > > > > > > > > > > > > > > > > > > Dave Cook > > > > > > Exchange Administrator > > > > > > Kutak Rock, LLP > > > > > > 402-231-8352 > > > > > > [EMAIL PROTECTED] > > > > > > > > > > > > > > > > > > > > > > > > > > _________________________________________________________________ > > > > > > List posting FAQ: > > http://www.swinc.com/resource/exch_faq.htm > > > > > > Archives: > > http://www.swynk.com/sitesearch/search.asp > > > > > > To unsubscribe: mailto:[EMAIL PROTECTED] > > > > > > Exchange List admin: [EMAIL PROTECTED] > > > > > > > > > > > > > > > > > > _________________________________________________________________ > > > > > List posting FAQ: > > http://www.swinc.com/resource/exch_faq.htm > > > > > Archives: > > http://www.swynk.com/sitesearch/search.asp > > > > > To unsubscribe: mailto:[EMAIL PROTECTED] > > > > > Exchange List admin: [EMAIL PROTECTED] > > > > > > > > > > > > > > > > > _________________________________________________________________ > > > > > List posting FAQ: > > http://www.swinc.com/resource/exch_faq.htm > > > > > Archives: > > http://www.swynk.com/sitesearch/search.asp > > > > > To unsubscribe: mailto:[EMAIL PROTECTED] > > > > > Exchange List admin: [EMAIL PROTECTED] > > > > > > > > > > > > > _________________________________________________________________ > > > > List posting FAQ: http://www.swinc.com/resource/exch_faq.htm > > > > Archives: http://www.swynk.com/sitesearch/search.asp > > > > To unsubscribe: mailto:[EMAIL PROTECTED] > > > > Exchange List admin: [EMAIL PROTECTED] > > > > > > > > > > > > _________________________________________________________________ > > > > List posting FAQ: http://www.swinc.com/resource/exch_faq.htm > > > > Archives: http://www.swynk.com/sitesearch/search.asp > > > > To unsubscribe: mailto:[EMAIL PROTECTED] > > > > Exchange List admin: [EMAIL PROTECTED] > > > > > > > > > > _________________________________________________________________ > > > List posting FAQ: http://www.swinc.com/resource/exch_faq.htm > > > Archives: http://www.swynk.com/sitesearch/search.asp > > > To unsubscribe: mailto:[EMAIL PROTECTED] > > > Exchange List admin: [EMAIL PROTECTED] > > > > _________________________________________________________________ > > List posting FAQ: http://www.swinc.com/resource/exch_faq.htm > > Archives: http://www.swynk.com/sitesearch/search.asp > > To unsubscribe: mailto:[EMAIL PROTECTED] > > Exchange List admin: [EMAIL PROTECTED] > > > > _________________________________________________________________ > List posting FAQ: http://www.swinc.com/resource/exch_faq.htm > Archives: http://www.swynk.com/sitesearch/search.asp > To unsubscribe: mailto:[EMAIL PROTECTED] > Exchange List admin: [EMAIL PROTECTED] _________________________________________________________________ List posting FAQ: http://www.swinc.com/resource/exch_faq.htm Archives: http://www.swynk.com/sitesearch/search.asp To unsubscribe: mailto:[EMAIL PROTECTED] Exchange List admin: [EMAIL PROTECTED]
