E-Mail Archiving Included with Our Document Management Software Systems
D2Xchange can help you manage e-mail in two ways. We can either:
- Cconfigure a cost-effective, stand-alone e-mail archiving/retrieval solution for your organization.
- Integrate the e-mail archiving/retrieval functionality into a broader department or enterprise-wide document management solution.
We offer three distinct e-mail management solutions: Computhink, Digitech and OnBase. That gives us the ability to address a broad range of needs and to work across multiple e-mail platforms – Outlook, Groupwise, Unix, G-mail and more.
Examples of some of the features we can incorporate into an e-mail archiving/retrieval solution include:
- Giving you the choice to capture all sent and received e-mails or capturing incoming and outgoing e-mails based on specific words or phrases.
- Using keyword searches to identify and retrieve e-mails and attachments. This allows you to quickly retrieve e-mails for workflow, legal discovery, financial audits, etc.
- Flagging and re-routing e-mails for internal review prior to their being sent or received. This protects organizations from harassing or offensive e-mails. It can also protect you from losing trade secrets and intellectual property via company e-mail.
- Documenting who has accessed specific e-mail messages for compliancy, audits and legal discovery.
Read more about our e-mail archiving software products in this Computhink ViewWise brochure and this brochure from Digitech Systems.
The E-Mail Challenge
Rule 26a of the Federal Rules of Civil Procedure (FCRP) adds electronically stored information to initial disclosure requirements. It is estimated that 90% of all company information is created in an electronic format – the overwhelming majority of which (85%) is not stored in a centralized database. A third of all electronic information is never printed on paper. E-mail is of particular concern. Hyland Software estimates that the average employee sends and receives nearly 25,000 unique e-mail messages in a given year.
E-mail can also be a factor in an organization’s ability to comply with a myriad of regulations including: HIPAA, Sarbanes-Oxley, Gramm-Leach –Bliley Act, Bank Secrecy Act and more.
E-mail content is another concern. Digitech estimates:
- 70% of corporate e-mail users report receiving offensive e-mails
- 6% of corporate e-mail users said they have send company information to an unauthorized individual
- 75% report forwarding company e-mail to a personal account. Both actions create the potential of lost intellectual property/proprietary information
Document Management Software Better Than Tape
Traditionally companies save emails to backup tapes at regular intervals, such as the end of every business day, week or month. This means thousands of emails and attachments are kept on volumes of un-indexed tapes, usually stored off-site. These backup tapes are excellent for disaster recovery where an entire mailbox, system or even data center needs to be quickly re-created. But backup systems are not designed for information discovery, where responding to a request means finding specific emails and attachments based upon the context (e.g., date, sender, recipient) and content (e.g., keywords, subject line, attachments) of the information requested.
Searching through volumes of backup tapes for requested emails is extremely costly and time-consuming. An Osterman Research Inc. study found that the average cost to restore a tape is $3,500 – and not all e-mail is archived to tape. Even if it is, there is no guarantee all requested records are recoverable. The inability to produce subpoenaed records can result in multi-million dollar fines and long-term damage to a company’s reputation.