Use OS X Server Mail service as archive

Hello -
We don't use the OSX Mail service of our server in our business. Instead we rely on our ISP - and generally that works fine (especially as our server is not hosted in a secure environment).
But as a result, we regularly have to clean out our mailboxes as we hit the 2GB limit.
Would it be a good idea / sensible to use the Mail service as an archive tool? We could then make an IMAP folder per project and archive all mail for that project together in one place.
Or is there a better / more efficient way?
Thanks in advance!
Andrew

Mail is good for mail, but it tends to get overused. Using mail as a coordination tool is a hassle, and the usually question is how badly you will get burned by its use. Stuff gets lost in mail files and hard to find, and new folks don't have the benefit of the history, folks aren't sure what the newest versions are, folks get added onto or left off of distribution lists, and there's no change synchronization and little or no change tracking. Leave mail for messages, and particularly for assets and information that are ephemeral; for tasks it is suited for.
As for remote access, there are remote protocols for allowing that access, with the most secure being a VPN into the external firewall. With that and with the VPN tunnel connected, the remote clients appear to be local on the LAN.
There are other approaches toward this goal, including WebDAV sharing. That allows file access via port 80 into the web server. When WebDAV is enabled, Finder can connect remotely. (Presuming authentication is enabled and port 80 http or port 443 https is open through the external firewall.)
One of the more flexible approaches for these sorts of tasks a tailored purpose-dedicated front-end.
For contact management, that front-end can be something like the SugarCRM package. There are other options for contact management.
For files and such, distributed source code control systems can be useful; tools such as git or mercurial (Hg) allow distributed caching of files for offline access, and updates and conflict resolution, as well as tasks such as change tracking.
For brute-force file caches, tools such as rsync can be appropriate, but (if you go this route) you'll want to look at tracking as well as collision detection when more than one person is working on the same file.
There are front-ends for project status and bug tracking and related task management including Trac and Bugzilla, and many other choices.
For some tasks, web content management systems such as Drupal or Wordpress can be appropriate.

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Use OS X Server Mail service as archive

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