Taming the Email Beast...

According to one source, the number of email messages that get sent every day ranges between 183 and 210 billion. Seems strange that an email newsletter would be pointing out the fact that everyone gets so many emails, doesn't it? While those are beastly numbers, none of this is earth-shattering news. So what's the point of this email? Just to add one more to your growing list for the day? Nope. It's to help you figure out how to tame all of those emails you get.  Maybe it's just a matter of differentiating the emails that are just for fun and can be deleted right away from those that either provide useful tips and might be kept for reference purposes or are critical for an organization to hold on to for a set amount of time. 

Or, maybe you need a way to incorporate your email management practices with your document management system. The article Streamline, Organize, Archive, Retrieve: SOAR Above the Data Chaos with Effective Email Management details how the following four tasks associated with email management work together to ensure data stored in the email messages traveling in and out of your organization can be used to make informed business decisions: 

• Streamline email messages and attachments - this step eliminates storing irrelevant messages (like junk mail and personal emails) so that messages that reach the next step are of value.

• Organize emails for processing and storage - emails can be indexed and routed based on various fields, including subject line, "to" and "from" fields, date, which individuals were copied on the email, etc.

• Archive emails for future retrieval - by figuring out who will need to search for the information, what they are allowed to see, and how long the messages need to be kept an email management system can function much like a records manager.

• Retrieve data when you need it - makes it possible to get to email correspondence and attachments in response to a question or to support an active business process.

To read more about incorporating electronic messaging with your records management processes, take a look at the article Entrenched against the Email Onslaught. Confirming the importance of email management practices, the article states, "In order to address security concerns, organizations must have a sound electronic records management policy in place that includes electronic messaging." 

Contact us today to learn how the DocFinity suite of ECM software can help you "tame the email beast" within your organization.

Optical Image Technology, Inc. - 100 Oakwood Avenue, Suite 700, State College, PA  16803  Ph: 800.678-3241  www.docfinity.com