Most administrators working with Outlook and Exchange are familiar with the PST repair process. The fact that Microsoft includes a PST repair tool, ScanPST, with every Outlook installation, could be taken as a sign that they recognize the fragility of the files.
Various circumstances can lead to PST file corruption. A sudden loss of power to a computer, a hard disk error, or a simple case of bad luck can all result in a network administrator needing to perform a PST repair. In cases where Outlook 2002 or an earlier version is still in use, PST corruption can occur simply due to a user storing too many messages in the file and exceeding the 2GB size limit.
Effective management of PST files is a difficult thing for IT departments to achieve as PST files are usually stored on local hard drives. In fact, some companies try to go around this issue by storing PST files on network shares - a practice Microsoft advises against. PST files on local hard drives present other challenges when it comes to backing up these files as users may not shut down Outlook effectively locking the file; or if using a laptop, it is not connected to the network during the backup window.
It can be a challenging exercise for administrators to retrieve data from a corrupt PST file and if the only copy of those emails is in that PST, the permanent loss of data could be problematic. All the admin can do is run the tool and hope, with no control over the level of success.
The best way to avoid having to think about PST repair is to completely eliminate the possibility of a corrupt PST file—by doing away with the files altogether.
The alternative to managing a set of cumbersome PST files it to implement a robust server-based email archiving solution. Eliminating stressful PST repair is just one of a host of benefits that this can provide.
Email archival brings the long-term storage of email messages back under control. A good solution will even adapt to legacy systems that used to store PST files on local drives. These advanced solutions will hunt down the plethora of PST files scattered across laptops, desktops and network shares, and pull all of the messages within them into a centrally managed database.
System users needn’t change their habits either, as a good archival system allows full access to the messages from the Outlook client—so users can manage them exactly as they managed their PST archives. However, a user taking a laptop home no longer takes the only copy of their archive with them, increasing the risk of data being lost or stolen.
It’s unlikely that any system administrator would be sad to see the back of PST files in their organization. Implementing email archiving means a much lower risk of data loss, no more PST repair, and no more PST headaches.
This guest post was provided by Ben Taylor on behalf of GFI Software Ltd. GFI is a leading software developer that provides a single source for network administrators to address their network security, content security and messaging needs. Read more on how to solve the PST repair issue.
All product and company names herein may be trademarks of their respective owners.
