Académique Documents
Professionnel Documents
Culture Documents
Whats wrong
with business
email today?
Why do we
separate email
from other
documents?
The worlds most popular office productivity and
collaboration providers such as Microsoft, Google,
and IBM separate email from other kinds of
documents.
An enormous range of file types word processing
documents, spreadsheets, PDFs, images and more are
managed efficiently within document management
systems, such as SharePoint. In these systems,
documents are tagged with increasingly sophisticated
metadata to help users find them.
Emails have
different identifying
properties than other
documents.
When Email is
Handled Separately
The separation of email from other documents
has clear historical roots. However, there is no
fundamental reason emails should be stored and
managed separately. Furthermore, this insistence on
treating emails differently to other documents is in
fact counterproductive to the business:
It becomes hard to find emails, even
if they contain crucial information.
If the only proof of a transaction
or agreement is held in an email,
retrieving it for compliance or
regulatory purposes can become time
consuming, especially if the message
has been archived.
The project
manager
The compliance
manager
Organizations are more
aware than ever of the need
to responsibly store certain
types of information in a
structured and secure manner.
Whether the information
regards customer details,
legal documentation or
financial information, efficient
information management is
essential for compliance and
regulation.
A new approach to
email and document
management is required
The traditional approach of separating
email and other documents is now
counterproductive and counterintuitive.
Whether it is for collaboration,
knowledge retention, compliance,
records management, audit or
discovery, organizations need to
manage emails the same way they
manage other documents.
Specifically, emails go through
drafts and versions, so they should
have assigned metadata and
be versioned just like any other
document, and they should be
stored and classified in the same
repository so they can be found
later on.
10
Train employees to
understand how to
manage different
document types, regularly
reminding them to save
important emails to the
companys Document
Management System.
Encourage employees
to download important
emails, convert them to
documents and manually
move them to the
appropriate document
repositories.
11
LEARN MORE
12