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The Valid eMail Manager for Lotus Notes Mail
ELECTRONIC MAIL IS WHERE PEOPLE DO THEIR WORKMail is the place many people work out of. The corporate mail system can contain the records and knowledge of a vast amount of what the users are doing on a day to day basis. Yet the corporate mail system does not manage how the knowledge is protected and maintained. The Valid eMail Manager for Lotus Notes Mail manages the knowledge contained in your mail system. Learn more about why you need a mail management system!
Register now for a web demo or a on-site trial! The on-site trial is fully functional but will time out after 30 days. The demonstration copy can be upgraded to a full license copy with no loss of data or configurations!
SUPPORT A COMPLETE LIFECYCLE FOR MAIL MESSAGES USED BY YOUR BUSINESSThe Valid eMail Manager for Lotus Notes Mail supports a complete lifecycle for the mail messages used in your business. By integrating the mail system with a full business recordkeeping system and a online library system for sharing you are able to maximize the value of the critical information your mail system now holds. Because the messages in your mail system are essentially unmanaged against corporate policies for retention, content, and quality you can mitigate your legal risk as well. The system helps you manage and control the amount of information kept in your unmanaged mail system. The Valid eMail Manager for Lotus Notes Mail does this with three key areas of functionality. First, it provides mail retention management to control the amount of information kept ad-hoc in the corporate mail system. Secondly, the system allow users to file mail messages as records into a business recordkeeping system. And thirdly, the system allow users to file mail messages to online libraries that can be set up to support projects, groups, and teams.
MAIL RETENTION MANAGEMENTThe Valid eMail Manager for Lotus Notes Mail provides mail retention management using a policies based interface. You can create multiple profiles for mail retention and apply retention rules for each profile. Profiles can be set up for users, organizations, teams, or based on other business needs. The rules in each profile allow you to define retention for each type of message in the mail file, what to do when retention period is exceeded, whether to allow exclusions to the general rules, and whether to immediately delete the expired messages or to place them in a folder marked for final review. Additional policies can be set for maximum retention, automatic expiration and deletion, and logging of statistics on mail retention patterns.
ELECTRONIC RECORDKEEPINGThe Valid eMail Manager for Lotus Notes Mail provides a complete solution for electronic recordkeeping functionality for your Lotus Notes Mail. The Valid eMail Manager for Lotus Notes Mail provides a folder-based interface for accepting a record from a Lotus Notes Mail client, and then supports the recordkeeping process including record classification, assigning of record metadata, and lifecycle management. The Valid eMail Manager for Lotus Notes Mail facilitates the process of managing documents that need to maintain maximum legal weight to meet your business requirements for recordkeeping. Specific system features are provided for audit trail, timestamp, and electronic record management. Additional features include file plan management, record hold and release, retention and disposition, and event management. SHARING AND REUSING WITH THE LIBRARYThe
Valid eMail Manager for Lotus Notes Mail integrates a online library system with
your mail system for sharing and reuse of documents that originate in the mail
system Using the ValidLibrary, the system provides a folder-based
interface for easily moving mail messages out of the mail system directly into
the online library. The ValidLibrary has a policy based
configuration that supports many security models and sharing models. It
can be configured based on your corporate policies to support team collaboration
or personal use only on each submitted document. Using principles developed for effective knowledge management, the
user only sees what they need to perform their work, and documents are
classified using a common easy-to-manage taxonomy that you build as you use the
system. Workflow is automated and
reminders can be used to help documents flow through the system on a timely
basis. The centralized policy
management lets you determine how rigorously to manage compliance to policy.
AUTOCLASSIFY RECORDS FOR CONSISTENT RECORD MANAGEMENTIn
order to fully automate the recordkeeping process, The Valid eMail Manager for
Lotus Notes Mail can be configured to automatically classify records into the
correct record category based on your policy settings and the user actions.
Records can be classified based on the type of document being submitted.
Folders in the mail client can also be set up to support different record
categories. Mail can be
auto-classified to a specific record category and automatically entered into the
correct record series. This can
significantly reduce the recordkeeping workload on both the users and record
managers while maximizing the value of the corporate intellectual assets.
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