The Future of ICT

You are in excellent company if, like other companies with no email management plan, your employees are grumbling they are being overwhelmed by email. The convenience of email is quickly being lost in the time spent reading, responding to and managing it.

There are three significant reasons to get your company’s email excess under control. Let’s look at how compliance, employee competence and electronic discovery are compromised by an unruly email management system.

Compromised Compliance

If your employees frequently receive email with legal files attached having a structured electronic content management (ECM) system is crucial. This would ensure that your emails connected to documenting commitments and responsibilities are recorded, complete and simply retrievable.

Ask yourself these questions: “Do my employees always document receipt of business-crucial documents by email?” and “What type of legal documentation is received that isn’t being stored in a manner that allows access by others?”

Compromised Workers Efficiency

New studies show that workers at major companies are spending as a minimum one hour, and many of them up to three hours, every day reading, replying to and trying to manually organize email. Overflowing in-boxes keep employees chained to their email in-box and away from their primary job duties.

Capturing, sorting, archiving and retrieving email letters and attachments manually and not having an electronic record retention and email deletion schedule are a number of the ways efficiency is compromised.

To get a picture of what email treatment is costing you in terms of workers efficiency, multiply your overall number of employees who receive email by one hour. That’s the smallest number of man hours daily you’re probably losing to incompetent email management.

Compromised Electronic Discovery

Electronic legal detection is often necessary when litigation is filed by or against your company. It’s the process of retrieving and examining electronic records for information relevant to legal action or compliance evaluations.

Being able to obtain electronic documents and messages rapidly is vital to a strong legal defense or compliance plan, and mandated by law. Astonishingly, many companies still do not have an official system for archiving workers email in a way that makes that retrieval straightforward.

Even worse, a lot of companies have no written policies about when employee email can be deleted. You may find yourself forced to explain that crucial messages were deleted by employees since no email retention policy was in place.

An Affordable Solution

You can actually realize significant savings through increased employee efficiency brought about by automated management and quick retrieval of documents and emails. Having the ability to access this data off-site via a secure web-based file management repository further develops efficiency and minimizes expenses for document management system.

A well designed document management system improves security, increases worker efficiency and lets timely compliance with regulations and digital discovery requests. If your employees are buried by email overload, it’s time to introduce centralized email management as part of a document management system at your firm. The efficiencies you’ll realize will have you wondering why you lingered so long.