Unused Accounts for Email, IM, Collaboration

Purge Unused Accounts

Employees may come and go, but their email accounts often take on a life of their own.  Unused mailboxes consume gigabytes of storage space for new mail that is never read.  These amounts can grow to become a storage nightmare. 

According to Osterman Research, employee mailboxes at a 10,000-person organization will consume 81.9GB per day by 2010, amounting to 21TB of data for a full year. If 23.4% leave the company each year, as they predict, the impact of their unused mailboxes will reach nearly 4.9TB in unnecessary storage.

The following email best practices can help reduce the problem:

• Purge unused email accounts to prevent new mail from arriving and being stored. These stale employee accounts can be identified because they will have no sent email over an extended period of time. (Be sure to check with your HR and Legal departments to be sure that new mail is no longer needed.)
• Archive existing mail in the purged email account mailboxes to lower the cost archived storage.

Permessa Email Control! can automatically identify unused email accounts and stale mailboxes.  It can make best practice recommendations regarding which mailboxes to remove.