Exchange Server 2016

Exchange Data Loss Scenarios

Identify & Prevent Data Loss Scenarios For Your Exchange Server

Exchange Data Loss Scenarios

There can be multiple Scenarios for Exchange data loss in the exchange environment.

Every Administrator should plan it while deploying the exchange server.

Assurance of correct and complete data backup is necessary.

It is very important to see that, which data should be in your backup schedule.

For example Database files and Exchange log files.

An individual should perform a backup for only important data to reduce the backup & restore task.

You can backup the exchange server with windows server backup, third-party backup software.

Moreover, you can also use the system center data protection manager to backup your exchange server.


Data Loss Scenarios

Basically there are 5 data loss scenarios in the exchange server.

Exchange administrators should be ready for all data loss scenarios which affect the organization’s workflow.

All Five data loss Scenarios are:

  1. Lost Items
  2. Lost Mailboxes
  3. Lost Databases
  4. Lost Servers
  5. Lost Site or Datacenter

Let’s discuss what these all items consist of and what impact it has if you lose them.

First – Lost Items: 

This usually occurs, when a user deletes his email by purpose or accidentally

Therefore, later on, he realizes that it was important info and he needs it.

An item can be lost by accident or by knowingly.

It can be a small piece of information inside the email.

However, small information can be very useful sometimes.

Therefore, the lost items can include multiple things like the message, calendar or attachment.

The impact of lost items affects only a particular user, who loses it.


Second – Lost Mailboxes:

Usually, it occurs when a user leaves an organization and admin deletes his mailbox accidentally or by purpose.

If somehow, an admin department wants to see the content of his mailbox.

Therefore, mailbox content is no longer available

So, be careful before deleting the mailbox.

Either assign the mailbox to another user or take a backup of its content before deleting.

The impact of lost mailbox only affects the user, whose mailbox is lost.


Third – Lost Databases:

It usually occurs if there is any corruption in a database or in case of disk failures.

In this case, all the mailboxes are lost, which lies in that particular database.

Mailbox users will not able to see their emails, neither they can send or receive any emails.

Recovering the lost database is critical and time taking process.

It impacts on many users, as they cannot connect to their mailboxes.


Fourth – Lost Servers:

In simple words, it occurs when you lose the server due to infrastructure failure or any other reason.

All the databases are now unavailable, which lies on that server.

If you have only one server, a single point of failure, none of the users can access their email.

So, recovering a server is also a critical and time taking.

The same way it impacts many mailbox users, as no server is available now.


Fifth – Lost Sites or Datacenter

You may lose the data center or the site in cases, such as earthquakes, floods or any major power outage.

In this scenario all the servers and datacenter are unavailable.

Therefore, the complete emailing system is down.

It impacts all the users, who have their mailboxes in that particular site or datacenter.



Always use the best practice and recommendation.

Choose the best industry hardware for exchange servers.

Configure the best storage method and the Database Availability Group.

Try to create multiple sites for your exchange in different locations.

Create a disaster recovery site for site resilient to meet the complexion of such scenarios.

Always plan a proper backup and make sure that you have a complete backup of your exchange.

Checkout More Exchange Tutorial On Youtube Channel Techi Jack

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