Gallon, Takacs, Boissoneault & Schaffer Co is a full service law firm with areas of practice in Workers’ Compensation, Personal Injury, Social Security Disability, Labor and General Practice law. The firm was established in 1955 and currently has nine locations. Gallon’s Information Technology group, with operational responsibility for all internal systems, recognized the need to reduce the size of their Exchange 2003 information store as it reached near capacity. If not addressed, they would be faced with an expensive Exchange upgrade. The proliferation of email communications led to this growing problem, and end user requests to clean up their email had proven to be an ineffective solution. Gene Haberman, the firm’s IT Systems Administrator, began the search for an email archiving solution to extend Gallon’s email services without increasing the Microsoft Exchange environment.

 

Challenge

“We were running Exchange 2003, Standard Version, and we were near the maximum allowable size of the database. We needed to cut back the size of the database without losing any historical data,” explained Gene. This could be achieved by an archiving solution where the majority of the data is moved out of Exchange to be stored in a separate environment, thereby reducing the Exchange footprint. When asked how Gallon had been managing its email growth until this point, Gene described an end-user driven process. “We would occasionally ask end users to clean up old email but they were not responsive to requests,” commented Gene on the situation.

This growing problem needed to be addressed to maintain efficient email services to Gallons’ attorneys. Gene’s primary objective was to reduce the size of the Exchange 2003 Information Store, without the loss of historical email data. In addition, he was looking for an email archiving solution that was both easy to use for the administrators and transparent to the end users.

 

Solution

Gene selected the C2C ArchiveOne Enterprise because of its seamless integration with Outlook and its flexible policy and repository options. “It allows for clean organization of archival data by year,” commented Gene on its simple repository structure. Following a straightforward installation, archived email is now maintained in the Outlook folder structure and can be accessed simply by opening the message. Gene had evaluated other products that moved archived messages to a folder in Outlook or provided access via a separate web interface. In either case, the solutions were not transparent to the end users and therefore required training.

The flexible policy options within ArchiveOne allowed the law firm to archive message data by age and to target specific message content.  A policy was created to archive email older than 180 days, maintaining si months of email data in the Exchange Information Store. This led to a reduction in the size of the store, ultimately keeping them within the limits of their Exchange version.

The most significant feature of ArchiveOne’s flexible policies is the ability to create different rules for different message data. For Gallon, policy options were devised for the routine cleaning of voicemail messages. The firm had deployed a phone system in 2011 that sent voice messages to email, and while this feature is convenient for the attorneys, it caused havoc for IT with limited storage space. Gene explained that he created a policy that was scheduled to run every night to delete these messages from the Information Store after seven days, satisfying the attorneys’ needs and managing storage consumption.

 

Results

Gene concludes, “We chose ArchiveOne because of the seamless Outlook integration. Other products were less expensive but would have required end user education. The extra expense of ArchiveOne was worth not having to train the end users. It is a good value given the features and ease of use.”

ArchiveOne delivered results for Gallon, with their information store size reduced by more than 60%.  Prior to ArchiveOne, Gallon’s information store was approaching its limit of 72GB, and has now been reduced to 26GB. And, this was accomplished without the deletion of critical historical data, a key requirement for Gallon.