3 July 2008

E-mail trumps Word in data recovery roulette

~ mailbox content more valuable to executives than all other business critical files ~

Untitled Document
3 July 2008

E-mail trumps Word in data recovery roulette

~ mailbox content more valuable to executives than all other business critical files ~

Untitled Document Half of UK executives would save their e-mail mailbox over all other business files if given the choice.

Kroll Ontrack®, the world leader in data recovery, surveyed a cross-section of business executives to discover what type of data individuals in businesses consider to be vital. Despite the majority of workers now using electronic address books, 81 percent of those questioned would save actual messages rather than any personal contact details.

The logistics required to restore a large e-mail system is complex, and due to its critical nature, downtime needs to be minimised. For this reason, many companies are capping the storage capacity of user mailboxes and inadvertently increasing the risk of users losing their e-mails. IT managers need to ensure that users aren’t simply overcoming the capping directive by storing their mailboxes locally on workstations. In order to minimise data loss when an e-mail system goes down, e-mail information needs to be backed up on a server and retrieval plans must be regularly tested.  

When it comes to storing data, IT leaders are being urged to bear in mind, both its priority and importance. In light of this research, Kroll Ontrack put together some top tips to e-mail bliss for executives.

1.   Manage your mailbox don’t let it manage you - keep it under control with regular housekeeping and archiving of old e-mails. Evaluate the importance of each e-mail and erase e-mails that you do not need. This will keep the mailbox size, and the risk of loss, at a minimum.  

2.   Prepare – a disaster recovery plan will outline company policy and procedures for when it all goes wrong. If you don’t know what your firm’s disaster strategy is – ask!

3.   Don’t store e-mails locally – many executives store their oversized mailboxes locally, where it is not backed up. The safest archival method is to move items to a central drive that is regularly backed up.

4.   Seek advice - in the event that you accidentally delete the wrong message, your IT department should have a process to quickly retrieve the message from its backups. If this is a more serious issue, then tampering with the computer may limit what data can be retrieved.
 
“Our statistics reveal that e-mails are the most important files for business executives,” said Phil Bridge, Managing Director, Kroll Ontrack UK. “Regardless of the size of IT budgets, organisations simply cannot afford to ignore implementing systems to help avoid severe data loss. Employee education, careful planning and rigorous backup testing of e-mail storage is the only way critical information is protected.”