Automated Email Management
Management of email is a growing challenge shared by IT, Compliance, Records Management and Legal.
While email is a fantastically efficient medium for communication, it is somewhat less ideal when it comes to organizing and managing information. Email-based information is typically sequestered in various "silos", including the email server, an email archive and in end user's personal mail storage. To make matters worse, much of the information in these silos is replicated and redundant as the same message (and attached PDF or Word document) is stored across several or all of the silos.
Without the ability to organize or deduplicate this massive jumble of information, corporate IT and legal departments cannot delete any legacy email for fear of legal or regulatory repercussions (e.g. spoliation sanctions, regulatory investigations and fines, etc.), while simultaneously spending far more on IT infrastructure costs (including rack space, power, software, hardware, personnel, etc.).
Automated Email-based Collaboration
However, when controlled by the right tools and processes, email can not only be effectively managed for regulatory and compliance risks but can also present a huge opportunity for enterprises to collaborate, transfer knowledge and work more productively.
Automated email management systems aide collaboration and knowledge transfer. When email is stored in silos, it is difficult to quickly and seamlessly transition when a key team member departs a team or the company. When email is automatically filed into project folders accessible to a team, this exercise is much more efficient and reduces the risk of a new employee seeing private or otherwise inappropriate information. Using an automated categorization system, email is efficiently filed and accessible to those who need it.
Address Email-based Compliance, Records Management and eDiscovery Concerns
Email also poses a significant challenge when meeting compliance obligations. Automated email management tackles this challenge by using innovative techniques to ensure that email-based information is properly tagged and categorized with little to no impact on busy professionals. Messages that are filed by one person in the organization are automatically tagged as filed for other recipients of that same email. Messages are stored and displayed in a way that allows users to access them as if they were in Microsoft Outlook; in other words, users can see and access any email-based information regardless of where such information resides. And Decisiv Email not only gives users a record of all the messages they have filed, but it provides a complete view of all correspondence for a client/project/matter even if the user was not on the email distribution list.
Key Advantages
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Automatically tags and files
email-based information with little or no involvement by a user
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Outlook-like folder structure
allows users to easily find and retrieve email-based information, with full project content and user-based security
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Highly organized email system
easily identifies appropriate messages for retention policy processing
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Unique single object storage technology
stores email-based data in the most efficient manner possible
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Allows filing and access of email from any mobile device,
including iPhone, Android and Blackberry, providing today’s mobile users the ability to access their email from anywhere, at any time.
Decisiv Access and Governance
Providing knowledge workers with access to the information they need securely, instantly and in context has never been more challenging. Recommind’s Decisiv Access & Governance solutions empower users to make better decisions and to be more productive.
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Decisiv Search
Decisiv Search combines sophisticated enterprise search technology with a simple user interface that provides highly accurate results . Rules-based access provides secure, customized results for each user, giving optimal relevancy for information seekers as well as increased control over the display and ranking of information by administrators.
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Decisiv Categorization
Decisiv categorization lets records managers automate the process of finding and tagging relevant information, dramatically improving the speed, accuracy and cost effectiveness of records management without impacting or disrupting users in any way.
Customer Success
Decisiv Email has enabled organizations to classify email accurately and automatically, allowing users to focus on business objectives rather than the repetitive and highly inefficient task of filing email.
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“After scanning the market for the past ten years, and trialing a variety of alternative email solutions, Decisiv Email is the only product we’ve seen that truly works, and more importantly, meets the complex needs of our industry. The sheer volume of knowledge we hold in email has become staggering, and we believe that with an effective email management system, we can harness that information to provide better value for our clients. ”
Alex Waite Partner at Lane Clark Peacock
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“Recommind’s Decisiv Email allows fast search and retrieval of email based information and gives users a 360-degree view into our organization’s communications, which in turn helps us make better business decisions and improve productivity.”
Kirk Scruggs Chief Information Officer, Bracewell & Giuliani