According to Bitkom, Germany’s digital association, employees receive an average of 18 business-related email per day. For a company with 100 employees, that means 12,600 email in just one week. That‘s a lot of information…that’s only partially valuable if it simply snoozes in people’s inboxes. In this article, you‘ll learn how to manage email with DocuWare and why email management with DocuWare is not only effective but truly necessary.
There are two important reasons to store email:
1. Avoid Information Silos
Here’s what we often hear: “Isn’t it enough for me to store my email in Outlook?” For individuals, the basic structure of storing email in Outlook might be enough. But most companies have more than just one employee. Without a structured storage method, there is no way to see into the email of colleagues - even when the news contained is vital for a certain project. In this way, information only exists locally for one person to utilize, isolated in its own silo.
Here’s a simple example: a company has multiple employees working in the customer service department. A customer calls up and needs to speak with Mr. Meyer about an email that he sent to him a few days ago. Unfortunately, Mr. Meyer is out for the day. Without central email storage, there is no way for other colleagues to see what was said during this email exchange. Since no one was placed on CC, there are information gaps that don’t reflect well on the company’s customer service – or leave a good impression with the customer.
With a central document management archive, employees can access all necessary email – even those sent or received by a colleague. With the help of indexing, it’s quick and easy to find what you need in a few clicks.
The email – as always in DocuWare – are stored along with all other documents regarding this particular customer. That way the customer service team will always have the full picture and can directly access all the information that’s needed.
2. Legal Guidelines
Another important reason to store email is the need to meet specific legal guidelines. This can be highly industry dependent, but there are some guidelines that all companies should follow. All companies need to store communications for the IRS, and to comply with Sarbanes Oxley for seven years.
You can look at the requirements below, and see that correspondence may need to be kept from between one year and a lifetime:
If there is nothing in place to manage these requirements your company could end up in some legal hot water.
What does DocuWare offer?
DocuWare has two add-on modules for email management:
Connect to Outlook: As the name implies, this module is directly integrated within your Outlook, so that you can use buttons or the context menu to store email in DocuWare and retrieve them as needed. Depending on your settings, indexing can occur automatically, so that both received and sent email can be archived with one click.
DocuWare is directly integrated in your Outlook interface, so that you can store email directly within your familiar environment.
Connect to Mail: This module lets you connect DocuWare to your mail server – like Microsoft Exchange, Gmail, GMX or T-Online. This makes it easy, for example, for an external employee to connect a Gmail account with DocuWare. To store email, it’s just a matter of dragging an email into a predefined folder. Connect to Mail then automatically indexes and stores it.
Link your email account – like this Gmail account – with DocuWare via the Connect to Mail module. Email can then just be dragged into a predefined folder in order to be archived automatically.