Email Manager: Email Management and Archiving Software

Automatically track and store all email messages going in and out of your organization

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THE NEED

Managing and storing email correspondence is an imperative in today’s litigious society. Without a strategy in place, organizations can be subject to potentially hefty fines for noncompliance and decreased productivity. Almost 80 percent of all corporate communication is accomplished via email. Organizations are prioritizing the need to oversee management of email messages and their attachments.

THE DOCFINITY® SOLUTION

DocFinity Email Manager provides an automated way to store emails and log critical information related to those messages. This module is an optional, add-on server application that provides email archiving and retrieval capabilities. It gives customers complete control over which emails get imported into the DocFinity repository and how that information is indexed. Email Manager truly simplifies all of the technical aspects of controlling the vast flow of email through an organization. It ensures that important corporate information is kept permanently via email archiving in the DocFinity repository.

HOW IT WORKS

Email Manager is written in Java, allowing it to operate on any platform. It is capable of running on multiple mail servers and monitoring more than one email address. It works with POP3 and IMAP email servers and their secure versions. The program’s ability to index emails is not limited to traditional fields such as date, time, and sender.

Any of the email header information, both custom and standard, can also be used for indexing, allowing users more ways to store, retrieve, and search emails. This enables you to associate email messages with other documents based on their content. The system administrator is able to set up these indexing criteria in advance, so it all happens automatically behind the scenes.

Additionally, email manager allows you to set up rules regarding what emails are stored and indexed. This enables the system to conserve storage space by rejecting spam and other messages of little or no importance. This feature-rich add-on enables you to set up whitelists and blacklists to authorize or reject all emails matching those on the list.

Once an email is archived, users can then view those emails the same way they view other documents in the DocFinity system—via the cascade window or QBE (query by example) results window. Never again will your organization lack the access it needs to the critical information stored within emails.

KEY FEATURES

• Saves email messages in their native format: plain text, rich text, or HTML via POP3 or IMAP email servers
• Permits system administrators to define what email fields are indexed, such as “Subject,” “To,” “From,” “Date,” or even custom headers
• Written in Java, allowing it to operate on any platform
• Offers the ability to capture and store email attachments
• Gives users the capability to retrieve archived emails with attachments
• Administrators can set up blacklists and whitelists to authorize or reject emails from a specific sender or domain