Why do you need a mail
management system?
Historical role of electronic mail
Mail is the place
many people work out of. For people who spend a lot of their time
communicating with others as part of their job, a great deal of their
knowledge is contained in the documents and messages that they have sent and
received. Messages to others in the company follow the process used to
create a deliverable or reach a decision. Messages to people outside of the
company drive purchases, contracts, partnerships, and productivity.
New role of electronic mail
Mail Systems hold
the history of work. The first place a person looks to find a reference
material or developed work or communication is often the mail system.
Sometimes the person is looking for a document or data. The mail message
contains knowledge that the person wants to absorb or continue developing,
or use as a template. Sometimes the person want the mail message as a record
of the mail being sent or received. The mail message itself is the knowledge
being sought.
This has created the requirement for new
functionality to manage the new role of electronic mail!
Capabilities of Document Management Systems
Companies use
document management systems to hold and organize their documents. Document
management systems focus on group productivity, knowledge reuse, security,
and accessibility of corporate documents. These system help maximize the
value of knowledge in the company.
Capabilities of Record Management Systems
Companies use
records management systems to hold and organize their records. Record
Management systems focus on managing documents that need to have legal
weight as records. Elements of a records management system that maintain
legal weight are audit trailing, chain of custody, archive formats,
retention scheduling, being used in the usual course of business, and
signatures. These systems help maximize the value of knowledge in a company
such as patents, contracts, and legal documents. These systems also help
with mitigation of risk.
Capabilities of Mail Management Systems
Mail Management
systems help maximize the value of documents and records that have started
or are used as mail messages. A mail management system helps companies
manage the amount of information kept in the unmanaged mail system. Mail
Management systems provide mail retention to control the amount of
information kept ad-hoc in the personal mail file. Mail Management systems
allow users to file mail messages as records. Mail Management systems allow
users to file mail messages to libraries set up for projects, groups, and
teams.
Capabilities of conventional mail systems
Mail systems are
not optimized for long term storage of mail messages. Messages can be kept
in folders for personal organization and reuse. Mail messages can be sorted
by addressee, sender, subject, date, and other mail related indexes. They
can be full text searchable. They usually can't be organized by more
comprehensive metadata or taxonomy. The mail file is usually not open for
use by others in the company. Sometimes when a mail file is lost, all of a
users mail is lost including important corporate records.
Valid Systems provides component-based Mail Management solutions
The Valid eMail
Manager provides recordkeeping, libraries, and mail retention for
Lotus Notes and Microsoft Exchange Electronic Mail. Using a set of policies
you can define retention rules, provide folders for users to easily send
mail to libraries for sharing and reuse or to records repositories.
The Valid eMail Manager |
