26 May The real cost of losing an email for an organization
Globally, as of 2019, a staggering 293. 6 billion emails were sent each day (source: Templafy) and this number is growing. Today’s organizations across most industries depend on email for a majority of internal and external communication which has a direct impact on compliance, legal, customer service, audit and operational efficiency.
Email is often an organizations most valuable asset. This information, often stored in documents or correspondence, is the lifeblood of project work, but only if it’s well-organised, accessible, up to date and secure.
Managing email is not an easy task. It is widely reported that the average worker receives 120 emails a day and approximately sends 40 emails. Consistently filing, storing, de-duplicating, managing and protecting millions of emails and attachments created and shared by many people across all manner of devices in a company can quickly become a nightmare, often resulting in an unstructured mass of information which can expose the organisation to unnecessary risk.
Having a system which records every inbound and outbound email is simply not enough for an organisation. If an email from three years ago is required by a legal request, having a smart searchable storage system is key.
This is where automated filing fits in. Robust products that have been specifically designed for advanced Mail Management such as Knowledgemill Mail Manager can automate the complex process of filing and simplifies searching for emails, attachments and documents across your entire organisation by securely storing all data into one central database which ensures you have ‘The Single Source of Truth’. The Single Source of Truth is a concept based around ensuring everyone in an organization has access to all information they need before making any business decisions.
Single Source of Truth
As mentioned, products that have been specifically designed for advanced day to day Mail Management is essential, however you will also need to find a system that is able to ingest all historic emails and documents into one central database for use throughout the business. A system that automatically de-duplicates and compresses emails either manually automatically is also key.
Having a management system that does not reply on the discipline of your users filing behaviour is a must as we are all aware humans are not robots and we all manage our inboxes differently. Mail Management systems with mandatory filing options are available and are proving considerably more successful than manual systems that rely purely on just training and discipline of staff.
Ensuring one true Central database, which allows users from any business line application. e.g. Sales, Customer service, Project Management, Practice Management to access emails and documents from their Outlook or mobile window on different devices with a powerful search and filtering capability and contains a single search across all content including emails, attachments and documents is also incredibly important with the upward trend of employees working remotely.
Lastly having an open architecture solution that already integrates with many systems ‘Out of the box’ and is easy to configure with systems that have their own APIs is key in minimising disruption to an organisation.
Regulatory requirements are fast becoming more stringent, and there is a growing need for companies to mitigate risks by quickly finding sensitive information. Poor information management should no longer be an excuse and allowing staff to waste valuable time searching for that all important mail is no longer acceptable. Ask yourself does your organization have the right tools to ensure that if you needed to find an essential email or and prepare a proper audit trail, you could?
If you would like to find out more about good Mail Management practice, visit www.knowledgemill.com for more information.
Knowledgemill Mail Manager automates the complex process of filing and simplifies searching for emails, attachments and documents across your entire organisation by securely storing all data into one central database. Relax in the knowledge that you will never lose an email or document again, saving valuable time with instant access to all important and relevant data at the click of a button anywhere and at any time.