C2C Survey Shows Employees Still Enduring Mailbox Quotas and Manually Deleting Email Data

Putting company data at risk in the face of eDiscovery, Freedom of Information Act and Federal Rules of Civil Procedures

July 1, 2008

SPRINGFIELD, MASS. – C2C, the leading provider of email data management solutions, today released the results of a third-party survey including IT and non-IT personnel from organizations of all sizes,  showing a majority of corporate email users are responsible for managing their own mailboxes, resulting in significant loss of productivity.  Almost a third of respondents have mailbox capacity limits set at less than 100 megabytes – very low considering email attachments can be several megabytes each.

Among the survey findings:

• 65 percent of survey respondents contend with mailbox quotas, and are forced to self-manage their email to stay operational.
• 66 percent take their own measures to save email messages in order to ensure they aren’t lost, with a majority storing email outside their company email system, in some cases even in personal/home email accounts.
• 67 percent need to search for an email that is more than three months old at least once a month, with 28 percent spending time searching about once a week or even daily.

The survey also found that those who self-manage email to stay within quotas frequently delete messages, delete attachments, and/or create a PST file – a method used in more than half of organizations surveyed. The over-reliance on PST files as a means to offload email creates several challenges when companies must meet legal requirements, since PST files do not have a uniform location and cannot be searched centrally for content with traditional technologies.

"eDiscovery is becoming much more important in the context of civil litigation," said Dave Hunt, CEO at C2C, "and companies that fail to produce emails in a timely manner risk paying millions of dollars in fines, not to mention loss of reputation and possibly revenue. "
"An email data management solution relieves users of unproductive mailbox management chores and provides the eDiscovery capability critical to the long-term viability of any organization" said Hunt. "A solution that identifies unnecessary emails, handles attachments, and provides automated quota management should be part of a strategic cradle to grave management of email. It isn’t a case of merely archiving email to reduce the live storage footprint, but part of a well thought-out strategy that aids productivity and time management that can be implemented by an IT department simply and economically."

C2C’s email data management solution, Archive One, effectively helps organizations resolve email capacity management, enforce email retention policies and comply with regulatory requirements, such as Sarbanes-Oxley, Freedom of Information Act and the latest Federal Rules of Civil Procedures, regarding the use, retention and discovery of email.

Archive One is the only leading email archiving solution independent of a database for indexing, making it faster to install and easier to manage. Archive One technology is built on a proprietary advanced analytical search and policy enforcement engine, made up of nearly 70 analysis criteria used throughout the product line to centralize, automate and accelerate tasks which reduce risk associated with email and improve system usage.

About C2C

C2C offers unsurpassed email archiving and management solutions, which reduce risk, optimize performance and minimize compliance issues for over three million users at more than 2,000 organizations worldwide.  Based on its in-depth understanding of message management, C2C developed its award-winning Archive One suite to help organizations comply with industry regulations while minimizing mailbox size.  C2C also offers rapid-response tools for email performance, security and crisis control.  The Company, a Microsoft Gold Certified Partner, supports organizations in government, manufacturing, finance, education and healthcare industries, including Fortune 1000 companies.  Established in 1992, C2C is a privately held company with US offices in Springfield and Westborough, Mass; and Reading, Berkshire in the UK.

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