Email Management: Not Just Technology

Email management is a huge concern of many organizations today. It is believed that as much as 70% or more if the information stored within an ECM system is email. There are technologies out there to help us get control over this glut of information like email archiving solutions, but is it really enough?

Suggestions made recently by the National Archives, NARA Bulletin 2008-05 titled "Guidance concerning the use of e-mail archiving applications to store e-Mail", Federal organizations should not rely on the technology alone use them in conjunction with established records management policies and procedures, business rules governing the organization and align them with any other aspects of governance that will ensure compliance. In addition, employees must be trained in the policies, procedures and proper use of the technology.

This is sound advice that is reasonable and any organization whether public or private would be well advised to heed. I am providing a link to NARA Bulletin 2008-05 for you to review. http://www.archives.gov/records-mgmt/bulletins/2008/2008-05.html

If you are uncertain where to begin in your quest for control over email, take a look at the AIIM Email Management Certificate program. www.aiim.org/training

What are your thoughts on this topic?

Bob Larrivee - AIIM

Comments

[Shirley]

We have a tool integrated with Outlook that allows document and email management. There is more information on this at http://www.nsynergy.com/Products/myDocs/Pages/About_myDocs.aspx or please email to Mark.Davis@nsynergy.com if you want more information.

[Lucia Correos]

We use an excellent email management program called IFModules eMail Manager (http://www.ifmodules.com) that helps teams effectively manage email securely and provides managers with detailed reporting and auto-archiving.