Attaching, saving and sharing documents with colleagues online through our email inboxes has become routine behavior and a natural reality for modern businesses today. In fact, it is necessary for almost every business to be able to communicate and share documents with colleagues online and emails are frequently used as a tool to share these documents and files. Collaborating with partners and colleagues online has never been easier. Unfortunately, this sharing action causes email inboxes and servers to fill up rather quickly. One could argue that email was originally designed for one-to-one direct communication, but with the need to immediately share large documents within teams, email servers sooner or later will need additional data storage.
When email data storage becomes a problem
At some point, email data storage will become a problematic issue if data storage is not managed correctly. This is true for a smaller company or a larger enterprise, and good advice is to address this issue before it becomes a major problem. When the email server is new, the performance is very efficient and email file sharing works perfectly. Because the server is new, email quotas have not been reached and there is still a considerable amount of email data storage available. However, regardless of industry, type or size of the organization, available storage will most likely change as emails and attached documents start stacking up on the server. The server performance becomes insufficient due to the large number of files and the exchange of documents start slowing down because of the ever-increasing high volumes of emails and attachments stored. As data storage increases, backups will last even longer.
Perhaps email usage and email data storage keep accelerating because users’ behavior towards email has changed. With the need for employees to work in shared team environments, employees are not only using their inboxes to store short email messages, they also use their inboxes to share and save documents. The repeated exchange of files has become a natural evolution in behavior. However, this behavioral change in how emails with attached files are handled does not contribute to reducing the amount of email data storage usage. Obviously, this only intensifies it. In order to accommodate this problem with servers filling up, employees and email users will waste time by constantly deleting unimportant emails or spend more time on compressing emails and documents. But soon, they are forced to start deleting more important emails in order to get more space. This is clearly not beneficial if they accidentally delete an email that contains important information they either have to use or refer to at a later time.
A solution for high volume emails
A better solution would be one that meets the needs of today’s modern employee. With MARK5 you never have to clean up emails nor attached files – a much better solution than having to delete emails. The intelligent email software can store millions of emails without the need for deleting or archiving older emails and the number of emails does not affect performance, navigation or the speed of MARK5. The principle used in MARK5 to optimize storage usage is simply creating a link between the original attached file and emails in the receivers’ inboxes. This way there only exists one copy of an email, file or document instead of several. In practice this means that if you send an email to five different people, many other popular email systems duplicate the email so the same email exists in six places (five receivers and one sender). However, in MARK5 the email only exists once because receivers’ copy links back to the original email. Your company will then save huge amounts of data storage and backups and restoring will also go much faster. As a result of this principle you have an email system that optimize the use of data storage and still runs fast and efficiently after being in operation for a very long period of time. This system makes data compression of emails, including attachments, a thing of the past. Since you do not need to constantly clean up in your inbox and other email folders, you will save time which can be spent on more relevant work. In addition, it is not possible to delete emails in MARK5 without permission. This also means it is not possible to delete any important emails by mistake.
Large amount of data without limits
The change regarding behavior towards email use is undeniable and a natural development. With the need to work in shared team environments online, email data storage issues, is a reality for many businesses. MARK5 can help users manage this reality. Making MARK5 a suitable choice for companies or email users dealing with high volume emails is a smart and sustainable approach to overcoming storage problems. With MARK5, storing large amounts of data is an opportunity rather than a problem. An opportunity to share and store large amounts of data within shared team environments, without limits.
Related: How to automatically filter emails