PST files, also known as MS Outlook data files, were created by Microsoft to address the costly storage requirements. Businesses use PST files to store essential mailbox information such as calendar items, messages, texts, attachments, etc. The PST files are one of the easiest and most effective ways to move the data items from the email server to the system of the user. However, you might not need to use PST files due to the availability of more server-based data storage and cloud solutions. In fact, the cons of PST files outweigh the pros. Here are the reasons why you should not use PST files.
PST Files Can Cause Potential Data Loss
Email is one of the most common communication methods in the business world. Millions of emails and attachments are received and sent every day. This is an essential aspect for business owners. The PST files used to look like a great storage solution for the past couple of years. However, when you move the sensitive data items to the PST files, they might get lost.
Not to mention, PST files are extremely corruption prone. Most corruption cases of the PST files take place due to size limitations. The original size of the PST files is 2GB for MS Outlook 2002 and earlier. When the users exceed this file size, the PST files will be corrupted. Even though the modern Outlook versions offer more size for the PST files, over-sizing is undoubtedly one of the most common causes of corruption. Apart from that, power failure of the system and abrupt shutdown of Outlook can also corrupt the PST files. If you don’t want to permanently lose the essential data items due to outlook.PST file corruption, make sure you use the PST repair tool.
Limited Access and Reduced Performance
Sometimes you will notice that your desktop has become slower and taking more time to load the operations of MS Outlook. PST files might be the primary reason behind this. Users often create multiple Outlook data files to handle their storage quota, and this is where the PST files start becoming too large. When the users have multiple PST files where the size can reach gigabytes, it will affect the device and application resources.
PST files can also affect the productivity of the users due to their limited availability. You should also remember that PST files are local to the specific device. This means that users won’t be able to share PST files between two devices. Not to mention, PST files won’t be used without the MS Outlook platform. You cannot use other types of software solutions to access PST files. You will also face problems storing the PST files over networks as it will increase the odds that the files will be corrupted.
Challenging E-Discovery
Server mailboxes and email archives are one of the most common targets of e-discovery requests. Users can search for this data store super extensively. However, this rule is not implemented for the PST files, and the data items reside locally. One of the most complicated and time-consuming parts of any e-discovery are the centralizing, locating, and processing of thousands of relevant PST files across the organization. Even if you somehow find the PST files in your environment, you won’t be able to search for all the PST files located in your system when using different types of e-discovery tools. As per Tech Target, e-discovery or electronic discovery is the process of exchanging or obtaining various pieces of evidence in a legal case.
If your company fails to fulfill the e-discovery requests, you might end up paying substantial fines and other types of legal costs. These risks can be prevented by eliminating the need for PST files.
Limited Compliance Features
Companies always find the best ways to store confidential and sensitive information. These can be anything from the customers’ details, HR records, and personal information to the company’s financial reports. Both internal policies and compliance records allow businesses to search for storage solutions to securely store sensitive data items. If your business fails to comply with these regulations, you will end up making your company vulnerable to hackers as well as loss of remediation costs and public trust.
Users are capable of transmitting personal data items through their mailbox to copy or save those email items into PST files. As PST files are stored on the laptop, desktop, or mobile device of the users, they are extremely less secure than the server emails. This might lead to potential data breaches. Once the hackers find the weak spot of your company, they will do everything in their power to gain access to sensitive business information.
When you store the essential mailbox items in the PST files, users will start looking at the lifecycle management policies of your company. This might delete the essential messages that the businesses wanted to keep and might retain irrelevant messages.
Conclusion
These are the reasons why you should not use PST files. Do you have any other questions? Make sure you comment below to let us know.