Email Categorization

Email: the Headache Shared by IT, Compliance, Records Management and Legal

While email is a fantastically efficient medium for near-instantaneous communication, it is somewhat less ideal when it comes to organizing and managing information as email-based information is typically sequestered in various "silos", including the email server (e.g. Exchange or Lotus Notes), an email archive and in end user's mailboxes. 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.) and IT management to maintain their highly inefficient email networks.  As a result, email has come to be viewed by enterprises as enormous sources of risk for the enterprise - likely the single biggest such information risk they have.

Email-based Collaboration with Decisiv Email™

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.

One of the most compelling examples of Decisiv Email's success is in the context of collaboration and knowledge transfer. Enterprises constantly struggle to quickly and seamlessly transition when a key team member departs a team or the company. The loss of a key team member can spell disaster, especially when that team member was the sole source for historical information. Bringing another team member up to speed on the issue or project typically takes time and is often incomplete; most enterprises would be forced to search email archives and/or provide the new team member with all of the previous team member's email for him/her to sort through in hopes of finding relevant information. This exercise is not only inefficient, but fraught with risk as the enterprise has no way of ensuring the new team member won't be looking at private or otherwise inappropriate information. Since Decisiv Email automatically tags, categorizes and virtually "files" email, a new team member can instantly access all email related to a specific issue, team or project and quickly access and review email to find the necessary information.  

Address Email-based Compliance, Records Management and eDiscovery Concerns 

Email also poses a significant challenge when meeting compliance obligations. Decisiv Email 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.

Click here to see the benefits and features of Decisiv Email