![]() We are an organization like many that utilizes mapped drives for file storage and collaboration, file sharing. Mapped Drives to Cloud Storage Data Storage, Backup & Recovery.The server is confirmed to be upgradeable to Server 2022.This server only runs Veeam B&R v12, and my server backups are off site. I am preparing a standalone Windows Server 2019 for an in-place upgrade to Server 2022. Server 2022 Inplace Upgrade w/ Veeam B&R installed Windows.Short of regulations, it would be a good idea to discuss the pros and cons of email retention, from a legal standpoint, with your upper management as it affects more than just IT storage requirements. If you are required to maintain documents (in this case emails) for 3 years, you need to delete those PST's once 3 years rolls around.don't just let them linger for years beyond that as that can actually cause your company legal issues (in a lawsuit document discovery process, you will be required to produce any documents, including emails, your company still has, even if they are beyond the retention period). If so, whatever you go with for terminated employees needs to comply with that. There may be regulations that dictate how long you are required to retain emails. Regarding retention time: This is something you need to discuss with your compliance folks (if applicable). This is adequate for us, as we are small (100ish users with a relatively low turnover rate). A simpler solution as it simply pulled the PST from the backups that were already local, vs downloading everything directly from the MS servers. ![]() ![]() I quit doing that though once I figured out I could export the users mailbox to a PST from Veeam Backup for Office 365. I could then export to a PST quickly since the profile was already in place. I used to simply reset that users password, and then log in as them on their old computer. In short, we're just looking to explore how other businesses retain 365 mailboxes to determine our options. Do we really need to keep these employees' mailboxes forever? Does 30 days suffice and then we blow it away (with exceptions of course)? Converting to shared mailboxes seems to be a popular method - what does that look like long-term? Do you use a third-party cloud solution to archive mailboxes? Now ironically enough we recently found that it looks like you could do all of that in the Compliance center in 365, but we still want to look at our overall process and reassess. You need to give yourself access to that person's mailbox, let it pull in their mail on Outlook which usually takes at least an hour if not more before it becomes accessible, (and you'd be surprised at how big we let employees' mailboxes get to), and then perform the export which again, depending on the mailbox size could just freeze your Outlook up for some time. Seems fairly simple when it's listed like that, but it's quite a tedious process from start to finish. This PST gets saved and stored on our file server forever. Currently, when an employee leaves the company either through termination or resignation, we add ourselves to the ex-employee's 365 account and perform a manual export of their mailbox to a PST. We use Microsoft 365, but our users have the desktop applications such as Outlook through VL. The organization is experiencing rapid growth and we've found our current process isn't scalable. We're curious how other IT professionals are managing ex-employees' mailboxes when they leave the company.
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