Correspondence management comes in many forms in today’s business environment such as letters (paper and electronic), fax, email messages, blogs, instant messaging, etc. However, with an approximate 90% share of the total volume, email messaging is the most prevalent form. Business critical emails are records and should be treated accordingly. Today, there are essentially two different policies on managing email correspondence. Organizations can implement an archiving solution or allow end users to manage and index emails by themselves.
- An archiving solution is typically an “all or nothing” approach. If an archiving policy is implemented, then new variables and costs are introduced. Where do you store the archived email? What email messages are relevant? Junk? Who manages them? Who has access? etc…
- A manual approach is not ideal either. This process is time consuming, cumbersome, and can lead to duplicates and vast inconsistencies in indexing information from end users. Additionally, this approach can create disparate silos of information.
Critical email correspondence references a specific business application. Therefore, indexing the message, its attachments, and subsequent responses all within the native outlook interface is a best practices approach. By doing so, business critical email messages are stored alongside the specific business application or document they often reference. The discovery process is now much easier and efficient.