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If you use or are thinking about using Exchange for file storage, you need to read this article at TechRepublic. We’ve long advocated that dynamic document management is the path to secure, version controlled document file management. You do not even need a local server to pull it off.
Please contact us if your interested. See the content of the article below:
1: Microsoft says they’re going awaySince before the release of Exchange 2007, Microsoft has been telling us that public folders will eventually be discontinued. This hasn’t happened just yet though. Public folders are alive and well in Exchange 2010. Even so, public folders probably won’t be supported in the next version of Exchange.
2: Public folder stores can be resource intensive (full text indexing)Public folders can rob your Exchange Server of memory, disk, and CPU resources. By offloading your public folder data, you may be able to improve your Exchange server’s performance.
3: Public folders are not designed for archiving dataMany public folder stores are misused. According to Microsoft, public folders are not designed for archiving data. If you use public folders to archive Exchange data, you would be better off using a journaling mailbox instead.
4: Public folders are not designed for document sharing and collaborationMicrosoft also says public folders are not designed for document sharing and collaboration, yet that is exactly what many organizations use them for. Microsoft Office SharePoint Server is much better equipped for collaboration tasks and for document sharing than public folders have ever been.
5: Public folder data can be difficult to restoreIn Exchange 2007, Microsoft introduced the recovery storage group feature as a way of making it a whole lot easier to perform granular restorations of mailbox data. Although public folders are a part of the information store, just like mailbox databases, they can’t be restored using recovery storage groups. This means that if you ever have to restore a public folder, you may be in for a headache.
6: Public folders are finally optionalPrior to the release of Exchange 2010, public folders were used for storing free/busy data, and they were also used for OAB (offline address book) downloads. In Exchange 2010, however, public folders finally became an optional feature. As long as all of your clients are running Outlook 2007 or Outlook 2010, you can get rid of your public folder store.
7: The concept of public folders is dated (long filenames, indexing)At one time, there was a good reason for using public folders. Back in the days of Exchange Server 4, not many organizations were using long file names yet, and server indexing was still primitive. Public folders provided organizations with a great way of describing their data in granular detail and indexing it. Today, though, there are better tools for the job.
8: Public folders have been deemphasizedIn Exchange Server 2007, Microsoft decided to deemphasize public folders. They’re still fully supported, but no new features were introduced. Public folders are also supported in Exchange 2010, but once again, there aren’t any new features. Essentially, this means that public folders are a stagnant feature because they have changed very little since Exchange 2003.
9: The management tools leave a lot to be desiredWhen Microsoft initially released Exchange Server 2007, you had only two options for managing public folders. One option was to manage public folders from the command line, using EMS commands. The other option was to keep an Exchange 2003 server on your network and use the Exchange System Manager for public folder management. SP1 for Exchange 2007 contains GUI-based public folder management tools, as does Exchange Server 2010. Even so, the tools aren’t anything to write home about.
10: Public folder data tends to collect dustSeveral years back, I worked for a large organization that had an absolutely massive public folder hierarchy. The problem was that most of the public folder data had been in place since the days of Exchange 4. None of the current employees had a clue what the public folders had actually been used for, but nobody wanted to take responsibility for deleting them. My point is that you may have unimportant public folder data that’s just taking up space. What better time to prune the archives?
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The twelve items listed below comprise the basic elements of your strategic business computing environment. Each one of them must be carefully considered, evaluated and addressed in order to guarantee that your business systems will not have a negative impact on your business. Download a copy of this report here.
The good news is that once each of these elements are addressed, most small businesses will never have to repeat the process, experience low computer productivity and insurmountable computer issues that we hear about so often. Get these things right and your business might prosper. However, get them wrong and your business will have a high probability of failure. We hope to give you the information to prosper.
1 – Provide a top tier, high-speed, secure and impenetrable physical network environment for your employees, customers, vendors and service providers.
2 – Provide robust and redundant file sharing, printing, scanning and faxing systems.
3 – Establish a computer and peripheral hardware procurement and break fix procedure. Drive cost savings by leveraging computer company opportunities with warranty, service contracts and asset management tools.
4 – Deploy pro-active systems monitoring and automated self-healing computer systems.
5 – Evaluate and fix physical security, including lock and key, issues.
6 – Identify and optimize your primary business software. Partner with a solutions provider, a VAR dedicated to your niche market. Focus on doing all of your business within the feature set offered by your chosen business software.
7 – Identify, then align your tech savvy workers to policy based, computer support functions, raising all of your employees computer skills. Promote relationships between your employees and your solutions and service providers.
8 – Evaluate your company’s Internet marketing identity. Confirm that you completely control your email, website and domain names.
9 – Bulletproof your Email messaging systems.
10 – Use a robust data backup and recovery procedure that includes scheduled testing to confirm that your backup will restore your data in the event of any data loss.
11 – Develop a worst-case, disaster recovery plan to use as a guide to immediately return to business after a catastrophe.
12 – Document your entire computing environment. Document all of the specifics that you need to have in place to conduct business, including hardware, processes, names, telephone numbers, licenses, software CDs, hardware, training and user guides. Write everything down and place it in a binder for future reference.
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