When I look at the Fookes product comparison:
Compare Email Productshttp://www.aid4mail.com/comparison.php
It looks like Aid4Mail and Mailbag Assistant would both be necessary. Apparently Aid4Mail can do a lot of archiving, but cannot display, search, reply .. while MA is the opposite. Still possible, it would be nice if it was one master-tool. (Aid4Mail may be the simplest, cleanest conversion tool, checking a bit more and as a converter it could have a simpler archiver role .. "converting" the older mail to the same format. Ok, I take back the harumph about one tool.)
One possibility is simple export to .mbx format .. then use one of many tools like Thunderbird or the excellent Eudora (ok, its sort of history) for looking and searching those mails. However the issue of attachments has to be dealt with carefully, as .mbx and .mbox varies in how that is handled. The nice thing in this method is that you are simply fully and completely liberated from Outlook for the old mail (also it might be a steppingstone to a Tbird conversion) however the user has to understand that his archived mail requires a different tool. In a small company, where initially only 2-3 people really need the archiving, this might not be a major problem. Especially if reviewing the archive is only occasional. At least the mailboxes are secure and sensible, easy to manipulate, although there is a question as to how you might end up with multiple .mbx instead of just one huge one. ... hmmm ..
So there are a few good products in consideration, Fookes is still in the running, however not not only do they also not have a forum, they are an email company in Switzerland that hides their email addy (maybe under the influence of Swiss banking secrecy! ) -- only wanting web support forms. Makes it a little dicey for me to really discuss stuff with them.
Mailstore, as Carol describes, may be excellent .. not for a centralized server concept, simply for strong, reliable PST manipulation. Lookeen may be in the same ballpark, with one or two of the other companies from my earlier post similarly situated. Mailstore in the lead going around the turn.
Time to see what the the eMailman has to say about all this ! (Answer .. not much.)
Ask Leo! -- in a six-year thread and counting -- has one of the more straightforward articles about simply working within Outlook.
What can I do about Outlook's huge PST? (2003-2009 discussions)http://ask-leo.com/w...tlooks_huge_pst.html
Leo has the 2Gb thing at the beginning, now long since gone. (With an exception noted in the comments about importing earlier mailboxes maintaining the limit.) Overall Leo gives some credence to the idea of simply setting up separate PSTs like 2005, 2006, 2007 - possibly functionable, if not elegant. (One fellow even says he did his monthly.)
Addition: Comments in April 2005 by Nigel Wood and another says that even older archive folders end up getting changed .. even though you might think they are stable and stagnant. Part of the multifarious nature of Outlook. Thus, while this idea of splitting the PST into multi-PSTs would help on the stability and speed part of Outlook, it would not allow for the onetime saving of unchanged files, as each file remains volatile. (Does it really matter ? Can you ignore the changes to the earlier-dated PST files ? Dunno.)
Other notes: Leo talks about how he prefers hand work to automated archiving, one post discusses the subfolder multiplication concern.
In this scenario the "PST Compress" tool .. or the "EZDetach" tool .mentioned in notes may make a lot of sense. This business email is loaded with .pdf and excel files and such that probably are a mess within the .pst. This may be the secret ingredient. With these tools .. will you be able to find the attachment ? Is the location properly notated and connected within the email (like Eudora does natively) .. hmmm, dunno.
In an earlier search at work I ran into a few other discussions of these types of methods, lots of nuances .. more info not immediately available. However the Leo thread is quite helpful, maybe the most extensive web discussion of the overall issue, while not considering conversion to other formats or even the commercial inexpensive archiving tools. A bit like two parallel universes passing in the night.