20 Jan 2020 by Jason Jacobo
Email Archive Migration: What You Need to Know
When it comes to migrating email archives, there are many “Gotcha!” moments that catch you out. Here’s what you should bear in mind.
Quadrotech clients voice a consistent message regarding PST files: they want them eliminated from their ecosystem. The common themes are they represent compliance and discovery issues that can result in significant fines; they impose restrictions on how users can access their historical email; and they create drag on IT expense due to help desk calls, storage costs, and backup maintenance.
Typically, clients want to migrate PST to Office 365 to take advantage of huge data storage and for enabling eDiscovery. Once in the cloud, users have instantaneous access to their messages via their device of choice, and storage costs are eliminated, while messages no longer required for eDiscovery can be removed from the environment via strict retention policies.
While there are a few methods for deleting PSTs, the overwhelming preference relayed to us is a technology solution capable of discovering the files throughout the enterprise, determining ownership, repairing PST corruption, removing passwords, and quickly and efficiently migrating the files to Office 365 while being cognizant of network disconnects, bandwidth capacity, and business process.
In February 2015, at least 170,000 hacked individual Sony emails were published by Wikileaks and Sony reputedly had to set aside $15m to deal with the fallout. The hacked emails were sourced from standalone files that included at least 179 PSTs including those of an executive at Sony Pictures Canada and one of its IT audit supervisors, as well as many archive and backup PST files.
By their very nature, corporate emails contain a wealth of sensitive data. They’re often the book of record, which is why regulators insist they are auditable and retrievable. With their lack of options to protect and track, any organization using PSTs is at risk.
Consider the Federal Rules of Civil Procedure, Rule 37E change from “good faith effort to protect information” to “taking reasonable action to prevent deletion”. As a result, the potential for companies to receive significant fines for failing to act to preserve materials is a real risk.
In addition to the above-mentioned legal and financial risks, the following points should be considered when analyzing the negative impact on your organization:
The Ponemon Institute/IBM Security analysis conducted in 2018 reveals the average cost of data breaches is $3.86M. The study also found that breaches are getting larger with the average size of breaches, based on the companies surveyed, increased by 2.2 percent year after year. When broken down by country, the US is leading in the most data breaches, equaling out to an average of $7.91M.
To state the obvious, whatever costs you may absorb to eliminate PSTs could arguably be considered a rounding error as compared to the potentially catastrophic financial loss as a result of a PST-enabled security breach.
We encourage enterprise organizations to look at technology solutions for eliminating PSTs in their ecosystem and removing this ticking financial time bomb.
If you’d like to learn more, please register for our on-demand webinar:
Ticking Time Bombs: Why You Need to Migrate PST Files
This lively session was co-hosted by Thomas Madsen (aka the PST Eliminator) and Mike Weaver (Director of Enterprise Migrations). They discussed the crucial issues revolving around PSTs and provided practical advice on how you can eliminate risk.
If you’re keen to view the on-demand recording, be sure to sign up today and we’ll send you a link to the video.