It's not that long ago that emails were simply out there. Not much, if any, thought was given to email as something that needed to be managed in the same way as other information resources. The common assumption about email was: Storage is cheap, so we can just keep everything. And if we need to find it, well, Outlook and Exchange have search functions! But, the way email messages are stored, backups are made, and archives are kept are important because they all have an impact on how findable and shareable the information they contain ends up being. Ultimately, content and information that you're unable to find is worthless. And the challenges with unmanaged email don't stop there. What about emails that have been archived elsewhere, or simply saved to someone's desktop? And what about the people searching from within other applications? And what of the attachments? In this video session, we'll explore the basics of email management with a look at: Basic Architecture Storage and Backup Archiving
Email is the de facto standard for business communication across organizations at this time. Just as any other type of business information and record, email must be included as part of, and adhered to, the organizational standards addressing information and records. In this post, we’ll explore the art and discipline of email management with a two-part video series. What Are the Key Concepts of Email Management? In Part 1, we cover the important concepts of email management, including: Policy Management Acceptable Use
Making an ECM implementation successful requires planning and attention to detail. The best way to create the right solution is to identify organizational goals and priorities. Learn how to manage a successful implementation in our free guide.
One of the things I find interesting when I have conversations about the potential business impact of social technologies is the business person who says something like, "I have too much information coming at me right now. And besides, we already have a way for people to connect together, and it works perfectly well, and it's called email."
1. Have a policy in place A necessary step in professionalizing your email management is to develop and publish an email policy. But what is an email policy? It is a written proclamation from top management or an authorized board like the corporate compliance office. It outlines the general requirements, principles, and rules for the use of email inside your organization. Why is it necessary to have an email policy? Because email is not an option in today's business! In 2008, BearingPoint conducted a survey on email management. More than 90% of all participants claimed email as important or very important for internal and external communication. About two-thirds of the respondents indicated that more than 25% of their emails contain business-critical information, and one-third indicated that emails contain more than 50% business-critical information.
Have a well defined and detailed calculated business case. Organizations are facing various challenges to take back control and unlock the business value of content, especially in emails. Four challenges drive the business case for email management: Archive email and content for storage space management to reduce operational costs introduced by the increasing volume and size of emails and multiple formats of content types Manage email and content for legal obligations to comply with different rules and regulations which create duties of evidence and documentation, facilitate eDiscovery, or indicate supervision and monitoring for non-compliance Combine email and content to other loosely managed content to minimize risks caused by increased organizational scale and complexity, changed speed and style of communication, lost knowledge. Manage email and content to gain efficiency. Associate email and content to processes and business applications to accelerate business processes