For any Enterprise, even in the
age of social computing, Email still remains as the primary medium of
information sharing. It is source of information on current state of Business,
communications with partners, customers etc. It is also leveraged for sharing non-business
related information.
Depending on the no. of
employees, their daily activities, business transactions, the no. of emails that are generated by them, storage
requirements will grow. That too, if those emails are carrying business critical,
heavy weight documents, storage requirements will still grow. Other factors
that will impact storage requirements include no. of persons with whom a
document is shared and no. of subsequent versions of that document before its
final version is getting frozen.
Even if the Enterprises have
governance mechanisms, IT policies ensuring the restrictive, optimized usage of
emails, some of the business critical factors still demands increase in the per
employee email storage quota and hence impacts storage requirements. Imagine a
scenario where an Enterprise has 10,000 employees. Assume every employee
generates 1 email per day with 1 MB average size of document. Total size of the
content generated will be 10 GB / day.
Adding to these, imagine every
employee shares his email with on an average with 10 other no. of employees.
This will result in generation of the document copies, sizing 100 GB
approximately.
Now you can visualize the impact
of the Email system on the storage requirements.
Significant increase in the
storage requirements will also impact the back office operational routines such
as back-up / restore and it will also make things complex in DR planning for
business continuity.
One solution which can be
considered to tackle this problem is capability to minimize the no. of document
copies that are generated & stored.
Imagine only these employees
generate 1 MB of the document and the same copy will be shared with other
employees. Based on our above mentioned scenario, storage requirement will get
reduced by 100 GB
With the availability of Office
2013 and SharePoint 2013 from Microsoft, this capability is available now!
Site Mailbox – it leverages the
combined power of Email storage capability of Exchange 2013 & Document
storage capability of SharePoint 2013.
Instead of sending document as attachment
in every email, he can save it in the Site mailbox. So that only one copy will exist;
for the end users, they can still have the same experience as if they are
accessing the document from the Email attachment.
Site mailboxes can be accessed by
the users from the Outlook in a seamless manner, without compromising the
native “Outlook” experience
In addition to storage
optimization, Site Mailbox provides more benefits to an Enterprise …really more
!!….
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