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PST Management

By default, Microsoft Outlook creates “PST Files” on each local email client. Such PST files are difficult to centrally manage. They often get corrupted, they are rarely backed up and they are not supported by most mobile devices or email clients other than Outlook. PST files are often used by end users as personal archives for email containing valuable business data. These files can be scattered widely across end user devices and network storage.


ArchiveOne includes a PST Management module that is specifically designed to locate and eliminate PST files. Even if you don’t eliminate these files, ArchiveOne is capable of searching these files and providing a way to manage them.

Why Are PST files a problem?

  • SECURITY - PST files are easy to copy and misplace. This raises the risk of valuable data within being lost or falling into the wrong hands.
  • UNRELIABILITY – PST files were not designed for long-term data storage. They are easily corrupted, and resolving issues with these files can be a significant overhead for IT administrators.
  • OWNERSHIP – Administrators are unlikely to know how many PST files they have or where they’re located, and some files may not have a current owner if they are disconnected from Outlook.
  • BACKUP - PST files located on desktops or laptops are not usually backed up. If on a network location the large size of these files can impact backup and restore windows.
  • DISCOVERY - Legal requests for eDiscovery and similar searches must include data stored within PST files; this is challenging if they are unmanaged or their location or owner is unknown.
  • COMPLIANCE - Data within PST files often falls outside the scope of corporate governance, particularly if located on end-user devices; this puts the organization at risk of non‑
  • PROJECTS - Key IT projects may require that all data existing within PST files be migrated to a new location. This overhead may represent a significant threat to the success of those projects.

What are the benefits of managing PST files?


Identify all the valuable business information that is currently stored in PST files across your organization, then secure and manage this data appropriately so that it will not be lost or corrupted, and is readily available as needed.


Storing, securing and supporting PST files is expensive in time and resources. There may be many terabytes of data on end user devices or on network servers which can be deleted, or which can be migrated back centrally and managed more efficiently.


Applying retention and deletion policies to data within PST files means you will retain only data that is needed, and therefore can be fully compliant with government and corporate information management policies.


All PST files across the organization can located and searched individually in response to requests for investigation or legal discovery. Alternatively you can simplify the discovery process by eliminate these files altogether and migrating their data to a central location.