Email archiving is creating an index of each message to make sure it can be easily found later and then storing the message. You can enlist an email archiving system to accomplish this; index and store the messages on-site; or duplicate each message and send them to a third party for indexing and storage. You can even do a combination, a hybrid approach, of indexing messages on-site and then sending that data to a third party to store.

Benefits of email archiving include:

-          Gain a consistent email archive for your legal, regulatory and HR purposes.

-          Retain a tamper-proof data trail of email for legal reasons.

-          Relieve pressure on email quotas and storage from bigger attachments.

-          Reduce the risk when users create local PST files to store emails and elude quota policies.

Since the first email was sent in 1971 by Ray Tomlinson, this form of communication has become indispensable to businesses. A huge part of a company’s institutional memory resides within its email archive. This makes the stakes for failure very high. Email servers by themselves really can’t handle long-term storage for very large volumes of email and attachments. That’s where the robust features of an email archiving system come into play.  Here are five tips that may help you with email archiving.

Many industries have data retention cycles which can span three to seven years or longer. The most common complicance regulations are the Health Insurance Portability and Accountability Act (HIPAA), Gramm-Leach-Bliley (GLB) and Sarbanes-Oxley (SOX).

Email is the most common target for archiving but any kind of data could benefit from archiving in principle.  How do you use archiving?

Email Archiving Challenges and Benefits. is a post from: Codero dedicated hosting blog

There is often confusion between data backups and data archives. But each has its own distinct purpose.

-          Backups are created for the short-term, tactical retention of data. Backup is a copy of data that can be used to restore the original should it be lost or damaged. Think of it as a safeguard for data that is being used, but backups are not tamper-proof.

-          Archives are designed for the long-term, strategic retention of information. An archive can be a single or a collection of records specifically chosen for long-term retention and future reference. This data is normally no longer actively used but is intended to retain a complete set of business records. Archives are created as well in order to help organizations in migrating from one platform to another. Archives are tamper-proof.

The difference between the two is that a backup is a copy for disaster recovery while an archive is the original that was removed from its initial location and then is housed elsewhere for long-term retention.

Both are essential.

The need for both is crucial.  Backup is a critical best practice because things can go wrong. Patches do not work as they are supposed to; upgrades can fail, hard drives can and do crash; and malware can destroy data. Everything needs to be backed up including email servers, file servers, desktops, and more. Regular backups are essential to restore servers and other platforms to a known good state.

Archiving is also necessary. Business records need to be preserved … regulators and courts demand them. Even your own corporate policy probably requires retention of records. It is necessary to preserve corporate records to satisfy regulatory, legal and other obligations.

Recommendations

Both backing up content and archiving are critical best practices. There simply is no substituting one for the other. Once you have a clear picture of the distinguishing characteristics between backup and archiving, you should be better equipped to choose the right storage solution for your needs.

Look for the next blog in this series which will cover the benefits and challenges with Email Archiving.

And remember, your comments are most welcome. Tell us about your experiences with backing up and archiving.

Backup Is Not Your Archive, Clear Differences. is a post from: Codero dedicated hosting blog

Codero.com Has A New Look. is a post from: Codero dedicated hosting blog

This is slightly off topic –  but I think it’s interesting to see the battle between PC and Mac users play out in TV commercials and other places.

I thought these statistics used in an infographic were even more interesting. Check out some of the findings:

• Mac users are 13% more likely than PC users to say they want to be viewed as unique and different to make my mark.
• 23% of PC users are more likely to say they seldom throw parties.
• Mac users are 50% more likely than PC users to say they frequently throw parties.
• Mac users are 80% more likely than PC users to be vegetarian.
• PC users like to read TV Guide, Redbook, US Weekly and the New York Times. Mac users choose Dwell, ReadyMade magazine, Macworld and the New York Times.

See what you think of the fun-loving infographic here. And let us know if you are a PC or Mac person and why.

Are You a PC or Mac Person? is a post from: Codero dedicated hosting blog

Read all about it in this press release. The full program details with new enhancements and a downloadable reseller data sheet are available here.

Reseller Program Holds New Additions. is a post from: Codero dedicated hosting blog

You’ll find Linux in your TV, on your desktop, at the movies, powering stock exchanges, in your car, in your phone and at your ATM.

Back in 1991, it was Linus Torvalds, who released the first Linux code and decided to share his operating system with the world.  Linus is also the one who chose a penguin as the Linux mascot … he was inspired by the penguin that bit him in 1996 at an aquarium.

To commemorate its 20-year anniversary, the Linux Foundation created an infographic that highlights the events of the open-source movement since 1991.  It shows how big an impact the open source operating system has made since its inception.

Linux Infographic, click to enlarge.

Linux today continues to be the biggest OS player in the cloud as well. So it looks like it’s here to stay.

Take a look at the history of Linux in this short video produced by The Linux Foundation:

20 Years Later … Linux is More Than Just a Hobbyist’s Experiment and a Penguin. is a post from: Codero dedicated hosting blog

Need a discount on conference registration? Use Codero2011 promo code. Codero is also participating in the HostingCon expo hall. Stop by to relax because we will be giving all attendees free chair massages in booth 206 on August 9th and 10th and handing out our green tote bags.

HostingCon 2011 is the largest gathering of hosted professionals in the world. The educational tracks at the conference range from marketing and sales, to business development. Hope to see you there!

Codero COO Presents to C-level Executives at HostingCon 2011. is a post from: Codero dedicated hosting blog

Here are five security ideas you may not know about to secure your SSH server:

1.)    Brute Force Detection software should be installed. Often attackers will try brute force methods to learn your password and then attack your server. Installing a good brute force detection software helps neutralize these attempts at your sever the minute they start.

2.)    Root logins are unnecessary. Under normal circumstances, there is no reason to allow direct root logins to your server and take the risk of having your root account directly exposed to the Internet. By restricting root logins, you make it harder for outside attackers to gain access. The system administrator can become root once logged in using su or sudo.

3.)    Use chroot to restrict users to their own/home directories. Linux and Unix servers have permissions in place that prevent a normal user from damaging your files but it does not stop them from seeing those files. So if you use chroot, you can keep those users within their own directories.

4.)    Demand secure passwords and periodic rotations. When you are the system admin, you can require computer users to adhere to your password strength requirements and also demand that users change their passwords now and again.

5.)    Prevent staying logged in. Also as the system admin, you can set the timeout interval in the SSH configuration file so users do not stay logged in. This can keep people from sneaking into user accounts that are always logged in.

Do you think you can use any of these ideas in the future? What tips do you have that you can share with other system admins? Please let us know!

Does Your Security Have More Bark Than Bite? Security Tips For System Administrators. is a post from: Codero dedicated hosting blog

Gates is turning his talent for inventing cutting-edge products to this unglamorous contraption because his foundation hopes to create effective solutions for sanitation in poor urban areas. The foundation is now investigating technologies that address every part of sanitation including creating waterless, hygienic toilets that are not dependent on sewer connections. Many of the solutions being tested involve leading-edge technology that could turn human waste into fuel to power local communities or convert it to fertilizer to improve crops.

Did you know 40% of the world’s population still live without proper means of flushing away waste? Unsafe methods to capture and store waste lead to significant health problems and death. By jump-starting the initiative to provide safe and affordable access to sanitation, the foundation’s efforts for improved hygiene could prevent millions of deaths.

This most recent philanthropic project will immediately benefit Kenya and provide 800,000 people there with access to sanitation facilities and ensure clean drinking water for 200,000.

I for one am glad to know Bill Gates is not taking his retirement from Microsoft sitting down. An invention like this could improve the health of billions of people. As the creative video here suggests, it looks like Gates’ foundation is getting its shit together.

Not Everything’s Going Down the Toilet. is a post from: Codero dedicated hosting blog

Here are a few procedures to implement before you pack your bags:

1.)  Designate an IT staffer to handle your duties in your absence. Leave them your admin passwords, the keys to the server room…any type of security device you normally solely possess.

2.)  Leave written instructions for simple basic operations, too, such as how to power down servers and which buttons to press. Document policies and what to do in the event of an emergency.

3.)  Delegate your decision-making authority. Remember that warranties for equipment might be in your name, so ensure someone within your department has access to vendor and warranty information along with the authority to purchase parts.

4.)  Make sure you tell upper management and everyone within your organization you are leaving town and who they can contact in your department in your place.

5.)  Notify your server hosting provider with contact information for your second in charge and provide updated emergency contact information. At Codero, we offer Emergency SMS Service Notifications. The system accepts multiple contact numbers. That way, your staff can be notified about emergency situations should they arise while you are away enjoying your vacation.

When IT duties like data security, compliance and access control are all in your hands, problems can compound quickly when you take time off. The last thing you want is to never be able to take a vacation.

What are your tales of IT terror while you were on vacation? Share your stories with us anonymously. For example, have you ever been called back to the office from vacation to troubleshoot an IT issue? Did your number two in charge do more harm than good? Let us know, no names will be posted.

How to Take a Vacation Without The Burden of IT Baggage. is a post from: Codero dedicated hosting blog