It’s impossible to keep in control of Exchange/Outlook PST files. All in all, their management is a major pain.

Microsoft is very aware of the problem, and its solution is the Archive Mailbox, a new feature of Exchange 2010. Microsoft recommends that all existing PST files be uploaded into the Archive Mailbox. PSTs are still used to move email between servers and they no longer serve as general mailbox expansion.

There are at least two administrative issues that arise in connection with the new PST handling:

• When you are dealing with thousands of files, you need a PST uploading tool that is scalable and robust. The Exchange 2010 PST uploading tool is only meant for single PST file use. Not a scalable solution.
• Much more storage is needed for the PST files. Backup of Exchange databases is already a problem, given narrow backup windows. However, with the ballooning due to PST ingestion, many admins will need to adopt a new approach to backup. In particular, database security must now depend on 1) multiple live database shadow copies, and 2) the new dumpster, which can be used to retrieve old, deleted messages

… Bob Spurzem and David Ferris. In addition to his role as Ferris analyst, Bob is director of product marketing at Permabit, which offers a grid–based disk storage system.

It’s not easy to work collaboratively on PowerPoint documents. Basic tools such as change tracking and versioning are not built in.

SharedDoc has just announced a solution:

• Users can post comments and discuss presentations.
• One person retains control and makes edits.
• Comments are made via a Web browser.
• The tool is mainly aimed at cases where at least three people need to review and make comments.
• Initially free.
• Web-based service.

MS Word’s tracking capabilities are well known. After several edits, the tracking quickly becomes unwieldy. All the same, it’s a valuable set of tools, and something glaringly missing from PowerPoint. SharedDoc’s technology appears to be the only tool specifically designed to support collaborative PowerPoint development. It’s especially valuable when large numbers of people must review a document.

… David Ferris

Google announced the Google Apps Migration for Microsoft Exchange tool as part of its ongoing battle to woo Exchange customers over to Google Apps.

The tool provides a simple mechanism for small companies wishing to take the leap to Google Apps. Users can upload a comma separated values (.csv) file to Google with the names of users to be migrated. Options include:

• Migrate all messages or only new messages
• Migrate some/all of email, contacts, calendar, deleted items, and junk email
• Migrate only mail that meets certain sent or received date ranges

Migrations can be throttled to only a given number of users simultaneously; for example, in the case of limited bandwidth. Simple progress indicators monitor the migration, with info- and failure-level error logging possible.

Caveats are that the tool performs a simple one-way data migration, and lacks the following:

• Coexistence for migrations that last more than a weekend
• Project management capabilities for mid- to large-sized migrations
• Migration reporting
• Ability to schedule a migration

Small companies that are confident that Google Apps will meet their needs and that can migrate in a weekend will be happy with this tool. Larger companies will want to look for partner solutions.

… David Sengupta. In addition to his role as Ferris analyst, David is chief architect for Quest Software, and has been a Microsoft Exchange MVP since 1998.

We recently learned about ComArchive. It’s a very simple and attractive approach to archiving.

Functionality:

• Works with Exchange/Outlook 2003/7/10.
• Archive maintained on-premises or in the cloud.
• Has Outlook plugin–to access the archive, users click on Archive button.
• Browser access also available.
• Everything is archived and users can’t delete material from the archive. So when users delete messages from their live Exchange store, they can still retrieve the deleted material from the archive. Hence no retention policies apply; users can delete material from their main mailbox whenever they want.
• Search works across messages and attachments in the normal fashion.
• Administrators can search across multiple mailboxes.
• Storage can be split across different types of cost/speed repositories.
• Administrators can determine one very basic retention policy: Delete all material over X years.
• No legal holds necessary, because everything is kept. Searches aren’t tracked or auditable.
• Very simple to install; very simple for users.
• One IT person is in complete control.
• All access controls based on Active Directory permissions.

Company and Financials:

• Pricing starts about $30/user for perpetual licenses; 18% maintenance.
• Cloud pricing example: 150-employee organization maintains half a terabye. Cost is about $1/user/month.
• Product first shipped in 2006.
• Company is privately held and Ferris Research estimates revenues at $2.5M to $3M annually.

Comment:

• The philosophy of keeping everything forever makes sense, notwithstanding the valid concerns of legal teams. Ultimately, this is what most organizations will end up doing, because….
• The cost of storage is too cheap, and the cost of determining and implementing a retention policy is too great. A lot of past material is valuable in e-discovery when you’re the good guy. Plus a tiny proportion of past material ends up being useful for other reasons.

… David Ferris