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>From: Bill Roach <[log in to unmask]>
>Reply-To: Records Management Program <[log in to unmask]>
>To: [log in to unmask]
>Subject: Topic for Discussion
>Date: Thu, 20 Sep 2007 09:53:27 -0500
>
>Greetings all,
>
>Just a quick question that will hopefully start a discussion.
>
>I have been giving a great deal of thought about how we could possibly get 
>a
>hold on the growth of storage within organizations.  I have read or heard
>dozens of suggestions but never a discussion of this one:
>
>Are we increasing the volume of uncontrolled storage by placing storage
>limits on employee email boxes?
>
>My thoughts are this, we typically place storage limits on employee mail
>boxes in the hope that they will go in on a regular basis and discard
>outdated, unnecessary emails and attachments and store those of records
>value in an alternative location.  I have long questioned whether this is a
>correct assumption.  What I have experienced and seen have convinced me 
>that
>it may be a lofty wish but the reality has exactly the opposite effect.
>What I have seen is that employees run as close to the edge as possible and
>still function.  When they go over, they find the biggest sized emails and
>store the email and attachment off the radar on the desktop or shared
>drive.  Sometimes, a printed copy is made and stashed away so if Justin 
>ever
>needs one it will be available.
>
>The result is the storage of multiple, duplicate copies in a wide variety 
>of
>locations.  The disparate storage locations, methods and naming make
>managing the the information very difficult.  While tools do exist to find
>duplicate files, none that I am aware of can find all of the possible
>locations.
>
>All of which leads to my follow-up question:
>
>Would we be better off removing the storage limits on employee mailboxes 
>and
>using the functionality of the Exchange Server to manage the volume until
>the information is either deleted or moved to the appropriate content
>repository?
>
>Any thoughts?
>
>Bill R
>
>List archives at http://lists.ufl.edu/archives/recmgmt-l.html
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