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Version: 7.3

Recommended database size for email, file and SharePoint archiving

Introduction​

Database sizing for email, file, and SharePoint archiving depends on the size of the organization being archived. This page explains how to determine whether an organization qualifies as small/medium or large, and describes the recommended database structure for each scenario when email, file, and SharePoint contents are all archived within the organization.

Determine the organization size​

An organization is considered small and medium sized if it stays within the following limits:

  • Up to 1000 mailboxes (email archiving).
  • 1 (max. 2) root folders with up to 60 million files (file archiving).
  • 1 (max. 2) root connections with up to 60 million items (SharePoint archiving).

If any of these numbers are exceeded, the organization is considered large sized.

Database structure​

Regardless of company size, always start by creating a database for the system, known as contentACCESSDB.

Then, depending on the size of the company, create the archive databases as described below.

Small and medium customers​

Applies to organizations with fewer than 1000 mailboxes (email archive) and/or fewer than 60 million files (file archive, SharePoint archive):

  • Create a separate database for email archiving (EA system + email contents).
  • Create a separate database for file archiving (FS system + file contents).
  • Create a separate database for SharePoint archiving (SP system + SP contents).

Large customers​

Applies to organizations with more than 1000 mailboxes (email archive) and/or more than 60 million files (file archive, SharePoint archive):

Email archive

  • Create a database for the email archive system (MailArchive).
  • Split mailboxes into groups (recommended: 1000 or 2000 mailboxes per group) and create a separate database for each group (for example, MailArchive01, MailArchive02). These databases are then assigned to groups — either in the address book or within the archive jobs — and the archived emails are stored in these databases.

File archive

  • Create a database for the file archive system (FileArchive).
  • Create individual file archive databases (for example, FileArchive01, FileArchive02) and split the root folders across these databases. It is recommended to use 1 root folder per database. Databases are assigned to root folders in the Root folders settings (File Archive tab → Settings group → Root folders option on the Central Administration ribbon). The archived root contents are stored in these databases.

SharePoint archive

  • Create a database for the SharePoint archive system (SPArchive).
  • Create individual SharePoint archive databases (for example, SPArchive01, SPArchive02) and split the root connections across these databases. It is recommended to use 1 root connection per database. Databases are assigned to root connections in the Root connections settings (SharePoint Archive tab → Settings group → Root connections option on the Central Administration ribbon). The archived root contents are stored in these databases.