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Archiving and eDiscovery Community Blog

The Pros and Cons of Quota Based Archiving

Created: 02 Aug 2012 • Updated: 29 May 2014
Rob.Wilcox's picture
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Many people loved the change in Enterprise Vault which took place several versions ago where you can elect to have quota based archiving as well as age based archiving.  Some people simply turned it on, but, for me, I take a bit more time to consider things.  So what are the pros and cons of quota based archiving?

Pros

- Makes maximum impact, up front, on the size of the mailbox.

Obviously if you have got 1000 small items in the inbox totally 2 Mb, and one 34 Mb item in the mailbox, archiving that 34 Mb item is going to have the biggest impact in freeing up space.  

- Can stop users receiving the over quota messages.

All users love to hate the message, and so the more often that you can NOT send it to them, the happier your life might be.

Cons

- Leads to a somewhat split brain issue for the user.  

They no longer can picture that 'all mails over 6 months will be archived'.    When they look at the shortcuts in their mailbox they might see some items 'from last night' that were archived, and it's because of their size, but the end-user may not realise that.

- The archiving will seem somewhat 'random' for an end user.

Looking down a folder containing items they'll see scattered clumps of shortcuts.. rather than a continuous stream when they hit a certain point in time.

- If shortcuts aren't created users may think that data has been lost.

It hasn't, of course, but they're looking for a mail from a week ago, and can't find it.. oops they discover it has been archived.

Summary

There are a number of different things to consider if opting for quota based mailbox archiving - also worth throwing in to the mix is that if the 'never archive items younger than' is specified, that this might still mean that the mailbox will be larger than expected, because the users large mails might all be in that younger than period.  Many of the caveats or thoughts that need to be run through are end-user related, and how things look to them.