Email is commonly stored in an Outlook data file (file extension .pst or .ost) located on your computer within your user profile. These are displayed in Outlook as the Personal folders and subfolders. All of the emails contained within these Outlook folders are stored within the PST or OST file.
These files grow in size as emails arrive (each version of Outlook PST and OST file has a size limitation). The Outlook solution to this is to create further archive files using 'Auto Archive' which creates additional PST files located on your computer.
Limitations of relying on PST and OST files are -
They corrupt easily which can result in loss of data
As these files are located on your hard drive, if your hard drive fails or your computer is stolen your emails may be lost forever.
You cannot share emails with colleagues easily, unless of course you forward them, duplicating information.
If you go on holiday your archived emails are inaccessible to anyone in the office who may need them.
Most users who use Outlook auto-archive never find their emails again.
Using eFiler you can file (archive) individual messages to different network folders.
You can pre-configure auto filing to ensure all incoming and outgoing messages are filed into the correct project folders.
Your colleagues can use eFiler search to find these emails quickly with minimal effort.
If you take your laptop out of the office you always have a copy of your email content even if the emails are filed in the office network.
Filing into regular folders as regular message files (.msg) results in lower mailbox sizes, less corruptions of PST files and happier IT departments.
Best practice for email archiving -
Can you archive projects complete with email correspondence?
Avoid proprietary systems that will tie you in. Emails archived with eFiler can always be opened directly using Outlook or any .msg viewer without the need to have eFiler installed.
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