However, due to their dispersed location and the difficulty of tracking numbers and locations, they are often excluded from this process, creating a significant ongoing risk to the organization. Data stored in PST files should be managed in accordance with your regulatory compliance and data retention policies.They are typically stored on end-user laptops or desktops, and not backed up on a regular basis, therefore there is a high risk that they be lost or misplaced.Due to their size, they are also susceptible to internal corruption if they are located on a network share or accessed over a network, and Microsoft specifically advises against this. They are notoriously unreliable, as they are not designed to hold large amounts of email data, and 10 to 15 percent of an IT department’s daily helpdesk calls can be taken up with looking after these files.They can be password-protected, but in practice this provides ineffective protection.
They are a security risk, as they can easily be disconnected from Outlook and copied or moved to another Outlook client.However, the use of PST files is no longer recommended: It generates PST files to store email locally for each user. The AutoArchive function in Outlook allows users to bypass the mailbox quota limits, and was turned on by default in Outlook 20. Backup solutions typically do not provide direct access for end users to search and retrieve historical data, or allow them to restore individual items without involving IT.įor these reasons we recommend the use of a dedicated archiving solution to ensure effective data protection and preservation.
Backups do not provide full‑text and multi‑level search, tagging, and export capabilities, which are may be critical for compliance with e-discovery requests.Retention policies within backups do not provide the granular level of control over data retention needed to meet more complex compliance requirements.Backups capture data at specific points in time, so cannot ensure a 100-percent complete and accurate record of all data.There are significant limitations and deficiencies with this approach which make it inadvisable.
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