My thanks to everyone who posted helpful (and amusing) comments in response to my questions about .pst files.  Here's what I learned today when meeting with our IT folks:

Although we use Outlook 2003, we have MS Exchange 2010 and that has impacted server space. One of the primary concerns about .pst files regards duplicate storage of files. Apparently MS Exchange 2010 does the same thing.

Some of you expressed concern about storing email outside of Outlook in shared drives. Our IT staff is training folks to file email by creating .pst folders within Outlook, but stored on "H" network drives ("Home" drive for each user, not a shared drive), then dragging and dropping email into the folder, which can be accessed via Outlook as long as needed, but without impacting the space limitations imposed by the Exchange 2010 server (and here I'm beginning to get lost, but I'm a believer ....) The network drives are backed up nightly.

Turns out the primary reason for the IT recommendation to use .pst folders was not space after all (although that's becoming a problem), but because people (some - not me!) were deleting entire folders out of Outlook and then coming to IT a month later wanting to restore them. Not possible. 

Yes, yes, I know we have no control ... don't lecture, please.

Thanks again for your help.

Sharon G. Blackstock, CRM 
Central Records Administrator 
Lakewood City Clerk's Office 
480 S. Allison Pkwy, Lakewood CO 80226-3127 
Direct: 303-987-7091  Fax: 303-987-7088 
Email: [log in to unmask] 
Website: www.lakewood.org 
Lakewood's records management objectives: 1) Information is available when needed; 2) Records of permanent value are preserved; 3) Non-permanent records are destroyed per approved retention schedules; 4) Discarded paper is recycled.

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]