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You are in good company if, like other firms with no email management plan, your employees are complaining they are being overwhelmed by email. The convenience of email is rapidly being lost in the time spent reading, replying to and managing it.
There are 3 important reasons to get your company’s email overload under control. Let’s look at how compliance, employee efficiency and electronic discovery are compromised by an disorderly email management system.
Compromised Compliance
If your employees regularly receive email with legal documents attached having a structured electronic content management (ECM) system is crucial. This would make certain that your emails connected to documenting commitments and responsibilities are recorded, complete and easily retrievable.
Ask yourself these questions: “Do my workers always document receipt of business-crucial documents by email?” and “What kind of legal documentation is received that isn’t being stored in a way that allows access by others?”
Compromised Employee Efficiency
New studies show that members of personnel at major companies are spending as a minimum one hour, and many of them up to three hours, every day reading, replying to and trying to manually manage email. Overflowing in-boxes keep employees chained to their email in-box and away from their primary job duties.
Capturing, sorting, archiving and retrieving email messages and attachments manually and not having an electronic record retention and email destruction schedule are some of the ways efficiency is compromised.
To obtain a picture of what email handling is costing you in terms of workers efficiency, multiply your overall number of employees who receive email by one hour. That’s the smallest number of man hours per day you’re probably losing to inefficient email management.
Compromised Electronic Detection
Electronic legal detection is frequently essential when litigation is filed by or against your company. It’s the procedure of retrieving and investigating electronic records for data relevant to legal action or compliance reviews.
Being able to obtain electronic documents and messages quickly is vital to a strong legal defense or compliance strategy, and mandated by law. Surprisingly, many companies still do not have a formal system for archiving employee email in a method that makes that retrieval straightforward.
Even worse, a lot of companies have no written policies about when a worker’s email can be deleted. You may end up forced to explain that crucial messages were deleted by employees because no email preservation policy was in place.
An Affordable Solution
You can actually realize significant savings through increased employee efficiency brought about by automated management and quick retrieval of files and emails. Having the capacity to access this information off-site via a secure web-based document management repository further develops efficiency and minimizes costs for document management system.
A well planned document management system enhances security, increases worker efficiency and allows timely compliance with regulations and electronic discovery requests. If your workers are buried by email excess, it’s time to bring in centralized email management as part of a document management system at your firm. The competences you’ll realize will have you wondering why you waited so long.
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