The best server hardware configuration is in place for SMTP mail routing. Back up building generators are available in the office building.  Uninterruptible power supplies, with UPS monitoring software, are connected to the email servers.  So brown outs, electrical spikes and blackouts are in place to maintain server functionality.  Top of the line archiving and back up software has been implemented.

Then that one time comes along. The CEO’s office or a senior manager makes a request to access an archived email that has an important document attached. The email or or attached document cannot be accessed.

One would think with all these safe guards in place data integrity should never be an issue. It’s a funny thing.  When mr. disaster comes along, he usually brings his very close cousin, Murphy’s law.

The point is nothing should replace the performance of data integrity check “fire drills”. Assuming all is well, without manually checking, could very well impact your career.  Server memory caching issues could occur.  Data might be resting on bad pits on the hard drive. Similar to a car, anything that moves will eventually break or malfunction.

With all the best software and hardware in place, an administrator should still go the extra mile to take the following measures:

1. Develop a schedule (i.e. monthly, quarterly) to randomly pull back up tapes or retrieve archive data.

2. Select 10 to 12 instances from different email accounts for testing restores.

3. Select small, medium and very large mail boxes to restore.

4. Document the results.

5. Based on results, take any corrective action required.

6. Stick to this schedule and don’t allow other tasks to interrupt doing data integrity checks.

An ounce of prevention insures you are in a better position, should some unforeseen circumstance prevent data from being retrieved.  Data integrity checks are much more proactive to provide indications of necessary preventive steps to take.

This avoids or minimizes the spotlight being on you, as the administrator, should the scenario above come into play.  Within organizations most people do not give much credence to back up or archive data, until they need it.  Then the spotlight is placed very strongly on the administrator to deliver, on demand.  Many a person’s career has teetered on these singular types of requests for data restores.  So do your homework.