How Archiving your Emails Simplifies your Business
Emails are one of the most common standard and universally accepted methods to communicate online. This becomes even more apparent in the business industry, as emails become a tool for sending important documents, setting up various meetings, and much more. Because of this, it is critically important that companies have some measures in place to properly archive their emails to not only refer to, but to both easily access these documents and remain compliant with the law.
In this article we will go over the ease of archiving your emails and what benefits are available to help elevate your company.
Ease of Email Archiving
Email archiving, especially done through a Document Management System like DocuWare will simplify the process. You can easily setup the process for DMS to automatically store your important emails with ease and flexibility. Once you can establish a connection to your email, you can simply create a folder path that you drop your emails into. Doing so will automatically initiate the process and store your documents accordingly to the repository.
One of the biggest headaches is sitting on an email platform scrolling and digging through hundreds of emails just to find the one you are looking for. When you archive to a document management system, it makes searching for the desired email significantly easier. Simply search for the title of the email that you are looking for, and the system will quickly filter down to your desired document. Furthermore, there are many ways you can search for documents, it doesn’t have to just be the title. For example, you can search to find all emails sent by a certain user or even by a company. Making tracking and grouping emails is significantly easier compared to going through the clutter of your inbox to find them.
Compliance and Security
Archiving emails using DMS will also provide enhanced security to keep your files safe. They can come packed with backup disaster recovery features that will allow you to regain your emails should something accidentally happen. This brings a bit more relief to your company due to minimizing the risk of your emails getting corrupted. To further ensure that tampering is also kept to a minimum, DMS also comes with audit trails and logs that will give records of who changed, viewed, or printed a document.
Additionally, document management software comes with robust role-based access, allowing only authorized users to access these important emails. This helps in letting the upper management review these now shared email documents, without the worry of the whole company seeing confidential files. This also provides more integrity, as your organization will be able to show that they meet all necessary retention, access restrictions, and regulatory requirements.
Easier Collaboration and Communication
Documents Management Systems like DocuWare take your email archiving a step further by including efficient workflow and task management. This greatly reduces the need for communication, as workflows can be set up to designate who in the company needs to look at email every step of the way. This is possible thanks to DMS being a centralized digital storage, meaning that all emails end up in one location, allow for companywide collaboration while still limiting who can see the task based on the state the email is in. For example, if certain types of emails need to be stamped for approval by someone in HR first, the email will not move to the next phase till done so. This effectively eliminates a lot of the clog and confusion that could happen with the proper archiving process of these important email documents.
Furthermore, workflows can send out emails to recipients alerting them when tasks are complete, reducing the waiting time of employees needing to otherwise login or be on the document management system to see that they have a task that is awaiting them. This can also be a group of various people as well, assignments of tasks are not necessarily limited to one person. And when the task is completed by whoever with the select group it is assigned to, it will automatically remove it for the whole group from the task list by eliminating any wasted or accidental duplicate activities.
Conclusion
In summary, email archiving not only simplifies your business through its easy storing and searching capabilities, but it also ensures security measures are in place so that your company can maintain confidentiality. This makes sure that your business remains compliant with the law. Furthermore, document management tools such as workflow automation and task management help to simply your email processing, and ensure that documents are appropriately documented and stored in the appropriate locations within the document repository. Allowing for minimal communication and timely notifications, so that your business can maintain a consistent timely workflow without disruption.
To learn more about how you can get the most out of email archiving and document-based management solutions, schedule a free assessment. Our experts will do a full analysis of your business workflow, offering flexible deals and office solutions that will work best for your company.