E-Mails with big attachments and tracing the content (Legal stuff)

Tonito Dux 956 Reputation points


I want to hear your opinions on how does your company keep big e-mails (over 20-30mb) in order that the e-mails can be pulled out from the archive in couple of years if it comes to a legal dispute?

Our company has to keep all e-mails related to a project for 20 years. The problems are with e-mails that contain big files, .pdf-s for example that are 10-20-30mb big. We use journaling in Exchange, and every incoming/outgoing e-mail is saved then later to a .pst file monthly. I would like to teach my colleagues to use OneDrive and share the files but my CIO says that we cannot track what was sent, the contents of the files inside the e-mail. If it comes to a legal dispute we cannot prove that the file on that date in 2021 had that content, and we are talking about infrastructure projects.

Any thoughts?


Exchange Server Management
Exchange Server Management
Exchange Server: A family of Microsoft client/server messaging and collaboration software.Management: The act or process of organizing, handling, directing or controlling something.
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  1. Yuki Sun-MSFT 41,016 Reputation points

    Hi @Tonito Dux ,

    When it comes to large attachments, agree with what you have mentioned, saving files to a cloud service like onedrive and then sharing a link would be the best practice, see :
    Send large files with Outlook

    As regards to your concern about tracking the contents of the files inside the message when journaling, I am assuming that you can look at the permission stuff of the cloud storage. For instance, as far as I know, a SharePoint document library can be set to not allow users to delete files, so you can create a particular document library for users to upload the large attachments for sharing, and meantime prevent them from deleting any files by setting the permissions.

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