Clean · Mail and archives
Mailboxes at their limit, and a decade of PST files on people’s desktops.
Mail volume is what a migration costs, and most of it is content nobody will ever open again.
We measure where the volume actually is, bring stray PST files and orphaned archives under control, and apply retention so the new environment starts clean.
- Holds identified first
- Archived, never deleted
- Retention rules are yours
- Volume reduction quantified
Price cue, ex GST
From $2,500
Scope a cleanup Or call 1300 652 280Before anything changes you get a profile: what is actually wrong, how much of it there is, and which rule found each case. Nothing is altered on the strength of an estimate.
- Australian managed
- Delivered remotely
- Source data never deleted
- Verification report at sign-off
What the profile finds
A handful of mailboxes accounting for most of the total volume
PST files on desktops and network shares, unbacked-up and unsearchable
Archive mailboxes for staff who left years ago
Mail nobody has opened in a decade sitting in primary storage
Attachments duplicated hundreds of times across a distribution list
No retention policy at all, so nothing has ever aged out
How mail cleanup is bounded
Mail is personal and it is evidence. Cleanup here is deliberately conservative.
- Legal hold and retention obligations are established before anything is touched.
- Nothing is deleted. Content is archived to a searchable destination, or left in place.
- Retention rules are yours. We apply them, we do not choose them.
- Stray PST files are ingested into the managed environment rather than deleted from desktops.
- Departed-staff mailboxes are archived under a rule, not handled case by case.
- Volume reduction is reported as a number, so the migration quote can be re-cut against it.
The proof you keep
Volume before, volume after, and what moved where.
The purpose is a smaller and better-governed migration. Both halves get reported. Example format below.
Mail Rationalisation Report
Pre-migration mail cleanup · Example format
| Mail class | Before | After | Status |
|---|---|---|---|
| Primary mailbox volume | 6.8 TB | 3.1 TB | Verified |
| Mail items archived under rule | 4,882,206 | 4,882,206 | Verified |
| PST files ingested | 412 | 412 | Verified |
| Departed-staff mailboxes archived | 88 | 88 | Verified |
| Mailboxes over size limit | 14 | 0 | Verified |
| Mail under legal hold, untouched | 184,206 | 184,206 | Excluded by design |
Mail under legal hold appears in the report specifically to show it was identified and deliberately left alone. Nothing under hold is subject to a retention action.
Free · About three minutes · No sales call required
Tell us about the data. We will tell you the likely range.
Volumes, custom structures and whether history has to survive are what drive the price. Four steps, and an engineer reviews every answer before a proposal is issued.
Questions about mail cleanup
How much does this actually save on a migration?
It depends entirely on what the profile finds, and the profile is cheap enough to be worth running before you decide. Mail volume drives both cost and cutover duration on every mail route, and the volume distribution is almost never what people expect — a handful of mailboxes usually account for a disproportionate share.
Why are PST files a problem?
Because they are business records that no backup covers, no retention policy sees, and no eDiscovery process can search. They also tend to be the only copy of something important. Bringing them into the managed environment is worth doing on its own merits, quite apart from the migration.
Will people lose email?
Not without a decision they are party to. Cleanup here means ingesting stray archives, applying retention rules you set, and archiving rather than deleting. Where a retention rule would remove mail, that rule is yours and it is applied with notice.
Should we just migrate everything and sort it out later?
That is a legitimate choice, and it is sometimes the right one when the cutover date is fixed and immovable. It costs more, it takes longer, and it carries the mess into the new environment. We will tell you what the difference is in volume terms so the choice is informed rather than default.
What about legal hold and retention obligations?
Established before anything is touched. Cleanup that removes mail under a hold is a serious problem, so obligations are identified in the profile and mail under hold is excluded from any retention action.