 PToN
join:2001-10-04
Houston, TX | Mailbox sizes... WTF...?!?!?! Ok,
i have never erased anything from my Gmail account and i have been using it ever since it was in beta, which i believe was in 2005. I have lots of emails with attachments ranging from pictures to source code. Still my entire mailbox is worth 1.1GB.
Then i have the company's email server. I have 1.3GB from 2008 till today. I think that's fine.
But i cannot understand how i have several users with 30+GB mailboxes.... We are looking into getting gmail for business, but they will only go up to 25GB and currently there is no way to up that.
Is this normal??? |
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 ArchivisYour DaddyPremium
join:2001-11-26
Earth
kudos:18 | Sounds like you need a good dose of deduplication. |
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I don't have any users quite that big but it is amazing how fast our exchange DB has exploded since we deployed two years ago.
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How lucky am I to have known someone who is so hard to say good-bye to. |
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 DarkLogixTexan and ProudPremium
join:2008-10-23
Baytown, TX
kudos:3 | reply to PToN
And teach users how to zip files
one user here had been sending a monthly excel file that was over 80mb to multiple people, I zipped the file and bam under 5mb. (no clue why excel made the file so large)
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»www.change.org/petitions/create-···imcity-4 |
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ArchivisYour DaddyPremium
join:2001-11-26
Earth
kudos:18 | You should really have something like Sharepoint set up and then tell people to access the link. |
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 donoreoPremium
join:2002-05-30
North York, ON | reply to PToN
My wife would routinely have emails that are over 50MB in size because of attachments. Advertising and marketing types do this a lot. |
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DarkLogixTexan and ProudPremium
join:2008-10-23
Baytown, TX
kudos:3 | reply to The WeaseL
We have some users that were over 30GB in mailbox size
This caused some DB corruption on an attempted move, which caused all kinda of crap to hit the fan.
now we're lowering the max size ever so slowly till it gets manageable to prevent this from ever happening again.
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»www.change.org/petitions/create-···imcity-4 |
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DarkLogixTexan and ProudPremium
join:2008-10-23
Baytown, TX
kudos:3 | reply to Archivis
said by Archivis:You should really have something like Sharepoint set up and then tell people to access the link.
Should is such a nice word isn't it.
so is collaboration, but sometimes it just doesn't happen.
Personally I find it crazy as even with my lack of archiving (because I don't want to split up my searchable mails (I often search for old info to remember the details of things) my mailbox is still under 2GB
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»www.change.org/petitions/create-···imcity-4 |
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ArchivisYour DaddyPremium
join:2001-11-26
Earth
kudos:18 | Until you neuter the attachment size to like 2MB. |
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 DC DSLThere's a reason I'm Command.Premium
join:2000-07-30
Washington, DC
kudos:2
 ·Covad Communicat..
·Verizon Online DSL
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You need to spread the word to users that they MUST clean up their mailboxes by COB on [date]. Anything older than [days] still in their mailboxes at that time will be permanently, irrecoverably purged. Require that they reply to the email acknowledging they understand their compliance is mandatory. Then, do a CYA backup of the mailstore followed by the purge.
It also sounds like your org needs to implement and enforce a formal records retention policy that covers both paper and electronic information. Even if you're a small fry in an unregulated industry, you never know when you could be slapped with a subpoena for your mail store, archives, backups, even BYODs. You don't even have to be the ones directly involved in litigation: A number of my clients have been subpoenaed by simple virtue of having exchanged electronic or snail mail on a regular basis on matters completely unrelated to the litigation.
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"Dance like the photo isn't being tagged; love like you've never been unfriended; and tweet like nobody is following." |
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DarkLogixTexan and ProudPremium
join:2008-10-23
Baytown, TX
kudos:3 | reply to Archivis
said by Archivis:Until you neuter the attachment size to like 2MB.
Oh ya, we have distro groups set to max attachment size of 3mb, and nothing over 30mb, (I'd be all for 5mb across the board)
as it is I have to offten show people how to make a pdf smaller (I've had to help get 40MB PDF's down to 3MB because it was made at full quality and color and max compatibility.
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»www.change.org/petitions/create-···imcity-4 |
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amungusPremium
join:2004-11-26
America Reviews:
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We have a few users with archives that are insane - in the 20-30GB range. I have no idea how or why. Marketing types, and some others who send massive spreadsheets with massive embedded images daily...
I'm in about the same boat as you though - somewhere just north of a gig per personal / work mailbox, and just don't understand the insanity.
Yeah, we also have Sharepoint, but it's a mess of some files being linked, some being within the system, and still others who barely know it exists. What can you do.
Didn't realize Google had such a limit though. You'd almost think that if anyone could/would provide 'unlimited everything' for something, it'd be them. Then again, that's what many users tend to think about storage in general; that it's unlimited, free, and super easy to manage, yet they do absolutely nothing, or as little as possible to manage their own data in any way whatsoever. |
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PToN
join:2001-10-04
Houston, TX | reply to PToN
Dedup sounds nice, but it doesnt play well when restoring data. This is something similar to using Eudora back in the day... Good luck getting the attachment that came with that email..!!
We have lowered the attachment size to 10MB, i guess they must be sending multiple 10MB emails.
I do agree with the retention policy, but i find it hard to get upper management behind this. They are the ones that use the "Deleted Items" folder store emails...
We are working on deploying Sharepoint or Alfresco so that they can easily send a link, but i think i'd have to be harsh on this, like drop all attachments from internal emails or something like this. |
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DarkLogixTexan and ProudPremium
join:2008-10-23
Baytown, TX
kudos:3 | Also one feature of exchange (similar to dedup) I'm told "single instance" (or atleast that's what I recall it being called by a IT manager)
It was that when you send an attachment to multiple people that it only counts as one e-mail in your sent items, but when the mailbox is moved the space in the exch DB multiplies by the number of people you sent it to.
(Not really sure of the accuracy there but anyway)
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»www.change.org/petitions/create-···imcity-4 |
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PToN
join:2001-10-04
Houston, TX | Yeah, but that has the same challenges when it comes the time to do a restore... Maybe exchange has an effective way of getting it done. |
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 HallPremium,MVM
join:2000-04-28
Dayton, OH
kudos:2 | reply to PToN
Must be nice.... at my old job, a major corporation, they still restricted users to a 500mb mailbox. Anything above that, you have to store locally. Now, I'm not saying give every users a multi-gigabyte mailbox, but 500mb was painful to work with. |
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I have a client that packs on about 15GB of new mail every 12 months. Keeping her (2007) OST in check is a constant battle. |
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donoreoPremium
join:2002-05-30
North York, ON | reply to Hall
said by Hall:Must be nice.... at my old job, a major corporation, they still restricted users to a 500mb mailbox. Anything above that, you have to store locally. Now, I'm not saying give every users a multi-gigabyte mailbox, but 500mb was painful to work with.
Bigger companies tend to have smaller email sizes. I am working for the largest organisation I have worked work for and we have the smallest mailbox size.
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The irony of common sense, it is not that common.
I cannot deny anything I did not say.
A kitten dies every time someone uses "then" and "than" incorrectly.
I mock people who give their children odd spelling of names. |
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DC DSLThere's a reason I'm Command.Premium
join:2000-07-30
Washington, DC
kudos:2 Reviews:
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·Verizon Online DSL
| reply to PToN
said by PToN:We have lowered the attachment size to 10MB, i guess they must be sending multiple 10MB emails.
I uniformly restrict attachments to 2mb because many receiving sites still cutoff at that. For large file exchanges, we use the clients' websites or a cloud solution. Not only does this eliminate a lot of clutter and redundancy in the mailstore and file system, it also frees-up bandwidth across the board, not to mention eliminates the time-wasting calls about "I've tried sending this message 10x and it keeps bouncing with 'too big for mailbox'..."
I also restrict mailbox size to between 2 and 3.5gb. I started doing this after a client was subpoenaed for the emails of specific employees (not the whole organization). This guarantees that a mailbox can be dumped in its entirety at any time to a PST that fits on a single DVD.
said by PToN:I do agree with the retention policy, but i find it hard to get upper management behind this. They are the ones that use the "Deleted Items" folder store emails...
I know that pain all too well. However, my experience has been that after they've had a few weeks to get the bitching about the tyrant CIO and yet another of his stupid rules out of their their system, you don't hear much, if any, further grousing about it.
One tactic I have used with those hell-bent on misusing the Deleted folder is to send out a notice that routine cleanup on the mailboxes will be performed and that anything in the deleted messages folders will be permanently lost as a result...and that this will be the case from now on to avoid problems with the server. Dump the folder to a PST, delete the contents, and set Outlook to empty it on exit. (Make sure Exchange is set to not purge deleted items until after backing-up.) The user will freak the f* out. "I said this was going to happen." They usually get with the program after that.
Another tactic is to make sure their wastebasket is overflowing (add stuff from others if necessary), hide it before the cleaning crew arrives. Put it back after they're gone. The person will certainly note (and likely complain) that there's stuff in there. Teachable moment: It's the same as not emptying your deleted items folder. Use mail folders correctly and you won't have problems.
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"Dance like the photo isn't being tagged; love like you've never been unfriended; and tweet like nobody is following." |
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donoreoPremium
join:2002-05-30
North York, ON | reply to PToN
said by PToN:I do agree with the retention policy, but i find it hard to get upper management behind this. They are the ones that use the "Deleted Items" folder store emails... The first time I saw someone doing this it was a huge WTF?!?! moment. I told them that there is an option to empty "Deleted Items on Exit" and that with any update Microsoft issues it could get turned on by accident or on purpose in the update and they would lose everything. They stopped using Deleted Items as a filing location.
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The irony of common sense, it is not that common.
I cannot deny anything I did not say.
A kitten dies every time someone uses "then" and "than" incorrectly.
I mock people who give their children odd spelling of names. |
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