Improved Email Management
Processor, July 11, 2008
We all know that there is no such thing as a single copy of an email. No matter how many times you try to delete a document, the chances are high that there is another copy of it lying around somewhere, whether it’s on your device or in someone else’s hard drive. Regardless, the communication exists somewhere.
So how can one account for these emails for the sake of financial and litigation purposes? After all, according to a survey conducted by the Association for Information and Image Management’s (AIIM) Market Intelligence Group, “only 49% of businesses can say with confidence that their electronic documents are accessible and accurate,” it’s obvious that we aren’t sure. To help us out, this author offers some tips to keep in mind when developing an email management strategy.
- • Making Policy – Ensure that all employees understand that corporate emails belong to the company and that privacy rights are little to none.
- • Document Retention and Archival – Make sure your document retention policies are up-to-date and that email records are easily accessible.
- • Consider Encryption – Take into consideration the option of encrypting files, as it will save you from worrying where your communication ends up.