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The Pitfalls of Email Management
Emails have become the primary means of business communication, but the way they are managed is often overlooked by organisations. Their growing volume imposes a strain on mail server storage but messages must nevertheless be kept, just like any other Company Record.
Leaving messages in the mail server system is generally not an option, because of the difficulty and cost of maintaining large volumes of data in that environment. Nor is it an option to leave users to ensure retention of
required messages: they could delete (accidentally or deliberately) the messages that might be required subsequently for audit or legal reasons. |
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In many cases, emails contain information that could prove vital if the company finds itself in dispute with a customer or the subject of a regulatory or legal inquiry. But how many of these emails should be retained and what
should be available on demand - either to internal management or to outside authorities?
A system is needed which will store, manage and allow access to emails over their lifecycle and eventually allow for their destruction.
EDRM
Specifically developed to manage the long-term storage of the ever-growing email traffic.
Our systems are designed to automatically migrate email messages and attachments to a dedicated archive, compress them, remove duplicates and delete emails at the end of the stated retention period.
EDRM will also enable managers to search and retrieve emails quickly and efficiently if called upon to do so - and provide a full audit trail so that they can demonstrate that emails have not been tampered with.
WARNING—Many companies are still not up to speed on their obligations when it comes to email management. It's time to put that right—or run the risk of financial penalties, legal censure and a distinctly unhelpful dose of negative publicity.
To find out more, simply call free on 0800 252 282 or email toni@quadtronix.co.uk and let us know your details. A consultant will contact you to arrange to an informative chat. |
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One solution for e-mail management and archiving - with compliance |
| With the growth in e-mail traffic and its continual use in commercial transactions, it is now essential for organisations to manage these vital company records effectively.
e-MARC addresses these issues by copying all the messages (with their attachments) into a secure, separate repository. It manages their long-term storage and makes their retrieval even easier by providing additional tools to find the messages and/or attachments by searching their textual content.
e-MARC addresses three specific areas:
Corporate Governance
It is essential for organisations to comply with regulations and control the risk associated with e-mail. They must have a policy on the treatment of e-mail as a company record and ensure that the rules are applied.
e-MARC provides the management capacity to make sure that the issues of retention, compliance and archiving are met and that the system is robust and not open to abuse. It also ensures that any e-mail can be maintained intact with all attachments.
Access to Information
E-mails contain much important information, not only about contracts, orders and quotations but other content that could be vital to a business. (They could also, of course, contain information that could cause harm to a company.) It is therefore vital to enable easy access to this information in various forms (including the 'content') and use this knowledge to competitive advantage.
In addition to the To, From, Subject and Date fields, e-MARC provides full-text indexing of all messages and their attachments, allowing more in-depth search and analysis to be undertaken. With e-mail being a significant company record it is also beneficial to store these for access with other related files, thereby providing access to all files from one location.
Storage Management
By managing the message repository effectively, the mail servers can be cleared down regularly to provide a better service to users for their current work, while allowing them access to their older files in a straighforward manner. This can also minimise the administration and support. The storage media can be chosen to meet with regulations and company policy (for example, if non-erasable storage is required).
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Advantages of e-MARC |
- Can be used with virtually any Document Management software (or can be supplied as a complete solution)
- Automatically creates a tamper-proof and secure e-mail repository that cannot be modified or deleted
- Routes all messages as normal - e-MARC simply copies them to archive
- Filters out unwanted messages, such as news feeds and spams, before archiving
- Creates self-contained archive discs or tapes that meet government requirements for electronic record keeping (where the associated document management system allows)
- Integrates personal mail archives (.pst files) into the central archive
- Reduces storage costs through data compression and using separate storage areas for the archived messages
- Uses any storage media or combinations: RAID, Optical Disk, WORM tape, CD, DVD, etc.
- Optionally, saves messages to archive databases directly from the e-mail client integrating the messages with other related files (e.g. scanned images, faxes, graphic files)
- Retrieves archived messages from within the e-mail client or using the document management interface, or via a web browser
- Indexes the contents of messages and their textual attachments (e.g. Microsoft Word and Excel, Adobe PDF, etc.) so that they can be retrieved using full-text searching.
- Integrates e-mail systems with enterprise applications, such as CRM and ERP
- Retains the relationship between messages and their attachments.
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How e-MARC works |
Automated server-based archiving
e-MARC is very easy to install and manage.
- The administrator simply defines the mailbox archive list, the frequency of archiving and the filters (if needed).
- Incoming and outgoing messages for the designated mailboxes are automatically copied into the archive database. The original messages are unaffected,and delivered without delay.
- Messages are stored and indexed by the message attributes of To, From, Subject and Date. The message body and text attachments are also indexed for full-text searches.
- The archive database can be stored on any addressable storage device, or archived off-line to media such as CD, DVD and optical disk.
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Intelligent Searching
As an alternative to standard full-text searching, e-MARC can be equipped with an intelligent search engine. This allows users to refine their searching, so that they more effectively identify the required messages and attachments.
End-user archiving and retrieval
Saving e-mails one by one into archives created for specific projects, or into special databases serving up data of all types to an enterprise application such as CRM, is as simple as a file save operation in Outlook.
To find an archived e-mail, end-users have three choices. They can run the easy to use e-MARC Finder from within Outlook, open the archive from the document management system, or use a Web Browser.
All options combine full-text search with metadata queries to produce fast and accurate results. Search results can be viewed, printed, faxed or even opened within Outlook and forwarded on. The original e-mail or attachment remains safe and secure in the archive.
For further information or a demonstration, call freephone 0800 252 282, email rsvp@quadtronix.co.uk or download the Data Sheet for more info.
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