All the while, I just got my office mail downsized from 3 gigs to 1 gig and had to scrap a years worth of my mail history. Why do companies (at least the small to mid-sized ones) even bother with in-house exchange servers and the hassle that comes with it any more? *
* I know the size comparison is apples to pears since Google Apps is still priced by size, but still. This is stuff that really should be outsourced.
A lot of companies (or at least several I've worked with) have policies that emails must not be kept for more than one or two months. I gather in-house exchange servers helps to enforce that.
I was told that this is because such a policy allows the company to respond to subpoena requests by simply saying "our policy is to discard all emails after two months, so we cannot comply with this request."
Wouldn't that back fire on the company (A) if some other company (B) were to use it to their advantage? e.g. B don't pay an invoice, delay 2 months, then demand proof from A that they sent the invoice? Or a disgruntled employee could claim that they informed management months ago about a problem, and management ignored the problem. Sounds like more trouble than it's worth.
In my experience, most companies have a data retention policy that explicitly states that old emails must be kept for a number of years. A separate storage of email archives is an option, but it must not be difficult to extract an email from the archive - which is why I think keeping it in the original inbox is a better option.
I built a write only email archiving system on top of our in-house Exchange system so my organisation could meet it's email retention and data protection responsibilities. It's a shared mail store where people can create folders, add retention periods to those folders, and share them with other people. Once you drag email into those mail folders, they can't be removed other than by reaching their retention period limit. We purposefully keep their "live" mail quota low to force people to properly archive their email.
GMail is fine for basic email use. That's it. You want to do anything remotely interesting, you need to do it in-house.
It won't, but everyone will like to think it will. If the internal mail server goes down, you fix it. If Google's goes down you're powerless and waiting.
I guess, but it seems like the engineering approach would be to figure out how much downtime is tolerable, compare your IT to GMail, and depending on respective downtimes take a look at the cost and feature equations, instead of reacting with fear (which is, to me, basically what the 'twiddle-thumbs' argument boils down to). I know it doesn't work like that in reality, but it should.
It's not fear to react this way, but a desire to be able to fix things.
If there is a downtime on your self-hosted platform you can decide how much effort/time/money to spend to fix it, depending on how urgent it is to you.
If your email goes down, and you need to access an old email RIGHT NOW, you have numerous options; get in a taxi NOW, go to data centre, remove hard drive, pull of that one file that will save the business. Or hire the best person you can find for a very short term contract. Or if the email isn't important you can wait till the morning or whatever. With Google hosted email, no matter how much money you have available, you cannot get it fixed quicker.
Self-hosting means if things go tits up, you can have some say over how quickly it gets fixed.
Your email client should be able to download your old emails and store them locally in a searchable folder, right? So even if your email provider downsizes you inbox, there's no reason to lose history.
>Your email client should be able to download your old emails and store them locally in a searchable folder, right?
In practice, I've never seen a desktop email client that has both decent searching abilities and database stability. Try storing 10 gigs of email in Outlook. Last I knew, PSTs start getting unstable around 2. Thunderbird begins getting dog slow after a few thousand messages (though I'm not sure of the actual size cutoff, there).
Another problem is that most enterprise shops have a policy of not backing up workstations. Get a virus? Hard drive dies? Too bad. Here's your factory image, have fun with that. What about that 10 gigabytes of email? 10 Gigabytes? What the hell is wrong with you?
That last conversation has happened at more places than I care to remember...
In any case, the cost/value proposition for something like GMail is very, very good. They store everything, they back up everything, they make it searchable with a decent interface. Storage is cheap too, compared with the cost of losing multiple gigabytes of email and managing your own. Anybody can set up an email server, but few can administrate it well.
I assume you stopped using outlook or thunderbird when you began using gmail in 2004? :P
~8000 messages, couple of gigabytes, takes about as long to search as gmail takes to reload the page in thunderbird for me (and I can customize my search endlessly), this on an old machine that I bought in january of 2008 (searched for the order confirmation ;)).
gmail is great, for a web service, but you shouldn't rely on google having backups and you should indulge yourself with a native client, keep gmail, or any other service, for web access.
Most people will not fill 10 GB of emails in their lifetime. When you open it to syncing photos, videos, music, etc., they will fill 10 GB of stuff in a nanosecond.
At my current pace -- 1.5GB in 8 years on gmail -- I will fill up 10GB in about 48 more years, when I'm in my 70s. I'm probably an above average case, so I don't know how many people will hit 25GB in their lifetime unless something drastic happens.
I may have received more than 10GB of email in my lifetime, but I certainly don't store it all (though I'm not skimpy either), so I think 25GB might be high.
I used to use 2 megabytes on Hotmail. Now I have a gig in gmail without any significant attachments. I think e-mail growth is exponential, so going from 2 megs to a gig means I'll definitely hit my quota in a few years.
Plenty of ppl complaining about Gmail speed. I must say, with AdBlock ON, over the span of couple years I have never even once experienced G being slow...
as usual its ok to downvote, just state why you downvoting. Plenty people, including myself, are upvoting when someone says something simple and interesting, something I didnt know before.
Awesome - I can share even more things in the cloud that will be inspected, categorized and used by Google Services and shared with US authorities on request! Perhaps I can get some more ads now while I surf the web while being mapped by Google.
Thank you so much Google! You are truly making the web a better place. For you.
* I know the size comparison is apples to pears since Google Apps is still priced by size, but still. This is stuff that really should be outsourced.