Why MFT beats email – Part 3 – Email StorageBy: Karen Bieniek on December 2nd, 2013
Facilitating access to relevant data is essential to successful collaboration both inside the company network and out. Businesses who share data with customers and suppliers enjoy closer working relationships and can often be more proactive in their dealing for the benefit of both parties.
Often businesses default to email to share data, but as discussed in Part 1 of this series security can be easily compromised. In Part 2, we looked at the problem of auditing files sent via email. In Part 3, we look at an issue which challenges CTOs daily – email storage.
File transfer, email and storage demands
For every email sent or received, a copy is stored and archived on the mail server for future reference. Email attachments are also stored on the mail server in the same way. Where a large file is emailed to multiple recipients, a copy for each recipient is saved. Worse still, the server copy is a duplicate of the original which remains in place on the company file server effectively doubling the resources required for each file.
If a handful of employees were sending a few large files each week, the situation would be perfectly manageable. However, where knowledge workers send hundreds of files each per week, email storage quickly becomes a major problem. The IT team needs to provision extra capacity regularly to manage the growing data stores, resulting in endlessly escalating costs.
Trubiquity’s Managed File Transfer (MFT) solutions like TRUexchange offer a simple alternative that can help with email management and storage. Files can be sent to multiple parties without creating duplicates anywhere, immediately reducing the storage capacities required, and without curtailing collaboration. The original copy remains the authoritative version on the company file server, where it belongs.