As your company gets bigger in size and diversity, so will your data volume. To avoid exhausting your data storage space, hosting companies in Dubai
need to identify the type of data that needs long term storage and the duration.

For instance, for emails notabilities could also include differences in retention periods departments, projects, levels of management. Retention policies also impact your storage space. As an administrator, you need to have a clear idea on how individual mailboxes are currently being used and correctly assess the amount of storage capacity required to preserve email.  

An effective data archiving strategy will allow you to retain control over your growing data, optimize storage, and protect your data for compliance.

Here are some important tips to consider while designing your data archiving strategy.

Regularly Customize the Email Retention Period and Avoid Preserving Forever.

A major challenge in organization archiving is when the default policy is to retain everything. This policy will not just affect the performance of the archive itself but also increase storage costs while distorting your data insights. To make the best decision regarding your retention period, specify the users first. For instance, when it comes to top management executive or the legal department, you can favour a “retain forever” option while restricting the retention period to a minimum for other employees.

Also, determine the optimal retention period for all regulated information regularly and consistently throughout the organization or specify separate retention period based on specific data or user types.

Choose Diverse Parameters and Customize your Archival Policy.

While it is important to have policies in place that clearly state the data that should be stored and the duration, it is equally important to know that not all users are the same when it comes to archiving.

By adopting a robust custom archival policy, you can put in place certain archival conditions such as enabling a “retain forever” option for key members of the organizations or choose relevant archive conditions, such as emails older than a few months or email size beyond a certain limit, and so on.

Also, designing custom archive policies for each individual user group with customizable retention periods and archival conditions like age, message size, and more.  

Manage User Storage like an Expert

Each mailbox has a different growth rate. Some would attain a storage capacity of terabytes while some would never exceed their default storage limits. Therefore, availability of storage reports by the email hosting company would come in handy in knowing the users with max storage needs and user behavior.

The benefits of such reports are that it helps to identify add-on storage requirements or choose proactive management by dividing the pool of shares storage space among other users of your cloud hosting service in UAE.

Also, having a completing picture of your organizations’ data usage and need enables you to set the most efficient policy, ensuring the optimum usage of your storage.