[Webinar Slides] Drowning in Emails? Top Tips to Manage Them Like a Pro
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Do an internet search on “average time spent on email” and the varied results range from 2.5 to 6.3 hours a day and represent hundreds of emails. Learn the top tips to get that information into your business processes as quickly, efficiently, and compliantly as possible. Want to follow along with the webinar replay? Download it here for free: http://info.aiim.org/top-tips-to-manage-email-like-a-pro.
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[Webinar Slides] Drowning in Emails? Top Tips to Manage Them Like a Pro
- 4. Underwri(en by: Presented by: Email Accumulates 0% 200% 400% 600% 2013 2014 2015 2016 2017 2018 2019 44 123 0 50 100 150 Average Sent Average Received Emails Per Day Projected Increase in Size of Email Stores
- 6. Underwri(en by: Presented by: Do Business Records Exist Exclusively in Email? Sample Business Records Found Only ExisNng in Email § Shipping (CompleNon) NoNficaNons § Supplier Contracts § Vendor Transmi(als § Contract NegoNaNons (in parNcular for proving “intent”) § Employee VacaNon Request § Expense Approvals § Budget Approvals § Project Approvals § Internal Correspondence § External Correspondence § RequisiNons § Employee Reviews § Quarterly Reviews § Legal Opinions § Filings
- 8. Underwri(en by: Presented by: Bad Email Classifica(on Strategies Strategy Result Aggressive 30/60/90 Day deleNon Underground archiving Print and store paper copies emails Ever-increasing storage costs, increased discovery costs, inability to preserve metadata Declaring there are no records in email Compliance failure Save monthly backup tapes or email servers Increased discovery costs, inability to meet regulatory requirements Allow users to save whatever email they want into PSTs files Over-retenNon, increased costs, but no assurance or defensibility of records compliance Allow users to save emails anywhere, including MSG files on file shares Over-retenNon, increased discovery costs, increased storage costs Allow emails stored on removable media, including USB drives, removable hard drives Over-retenNon, privacy breaches, indefensible e- discovery
- 9. Underwri(en by: Presented by: Email is An Informa(on Governance Challenge § Requires an updated Records RetenNon Schedule that incorporates both regulatory needs and business value § Email file plans taking a big bucket approach that supports the “five second rule” § Technology should be used to apply a full governance framework including retenNon, privacy, access and collaboraNon § Allow users to also save non-records through working documents § Avoid “aggressive deleNon” strategies
- 10. Underwri(en by: Presented by: Smart Strategies § Move from size-based to Nme-based retenNon of specific informaNon types § Increase quotas on inboxes and other repositories § Ensure deleNon is centrally managed by policy, both to ensure deleNon and enable suspension in the event of legal hold § Disable PST files and migrate data § Drive program adopNon with behavior change management
- 12. Underwri(en by: Presented by: More Complimentary Informa(on at www.contoural.com § White Paper – Creating Modern, Compliant and Easier-to Execute Record Retention Schedules § Upcoming Webinar – Freshman Orientation: Records Management 101, Thursday September 28th 2PM EDT/11AM PDT § White Paper – Email Classification Strategies That Work § Recorded Webinar – Rethinking Email and File Strategies: Making it Easy for Employees to Apply Retention, Security, Collaboration and Disposition § Preventing Employees from Hoarding Documents
- 14. Underwri(en by: Presented by: Email is an Organiza(onal Asset § Companies consider content to be assets. § Engineering, TechDoc, HR, Sales, MarkeNng, Supply chain, etc., are all considered when Enterprise Content Management is addressed. § CommunicaNons (email) is one asset set that is in common between all disciplines, yet is generally leb unaddressed.
- 15. Underwri(en by: Presented by: Poll Ques(on #1 § The obvious quesNon for today § How many of you work for organizaNons that have established email management soluNons?
- 16. Underwri(en by: Presented by: Email Management – Archiving a Top Priority Treat Email like any other content asset. § Integrate emails into business processes § Capture and add Metadata to enhance assets § Enterprise search (by permission) § Long-term email archiving/IT and regulaNons compliance § Like other content assets – the right info at the right Nme § Added benefit – decrease load on email server
- 17. Underwri(en by: Presented by: Considera(ons for Organiza(ons @ Archiving in combinaNon of email client and email server @ RestricNons addressing private emails @ Collabora(on with the employees to archive incoming emails @ Reten(on period for tax or compliance-relevant emails >= 10 years @ Dele(on period of personal data, e.g., Job ApplicaNons <= 6 Months @ Manage aWachments in their original format, capture and file centrally @ (Semi-)automated, transacNon-related storage structure in the archive @ Automated Backup of email assets from the repository
- 19. Underwri(en by: Presented by: Poll Ques(on #2 § Email a(achments oben contain criNcal or contractual informaNon. § How are you dealing with a(achments today? § Not dealing with a(achments (leaving them with emails) § Manually filing a(achments § Have soluNon to automate capture of a(achments
- 20. Underwri(en by: Presented by: Standard Solu(ons @ Basic integraNon @ Client (Drag&Drop, Macro, choose direct folder storage) @ AutomaNon Services (IMAP/POP3 through Java Mail API) @ Plarorm specific integraNon examples @ Microsob Exchange Web Services (EWS) – Server side management @ Microsob Outlook Client integraNon @ SAND – Server Archiving for IBM Notes/Domino @ IBM Notes Client integraNon
- 22. Underwri(en by: Presented by: Case Study: Global Medical Technology Firm § Industry: Medical Technology for treatment of chronic disease § Employees: 45,000 Worldwide § Challenge: Archive Emails & DigiNze Personnel Files § SoluNon: ELOprofessional § Indexing and archiving via predefined keywording form (metadata) with write-protected selecNon fields § Benefits: § Time- and space-saving archiving central asset repository § Keyword and Full text search § Windows Explorer tree as the model § Decrease load on email server
- 24. Underwri(en by: Presented by: European Division Compliance and Asset Management § 15,000 documents and email per month (One Division) § SAN not meeNng security requirements § Access needed to all documents, including emails § Revision-proof archiving reduced corporate risk for incoming and outgoing content § SoluNon: ELOenterprise § Gains: § Company costs were reduced, and resources are used more sensibly. In addiNon, they saNsfied FDA compliance for their email content, and for the legal and fiscal requirements corresponding to archiving relevant documents and Email traffic.