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| Filing Email with DocuWare |
Storage and Retrieval - Systematic Indexing in Document Pool
Email has become a core communication medium in the business world and is well on its way to replacing letters and faxes. No wonder then, that finding the ultimate professional and systematic filing method for handling electronic correspondence has become so important.
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| Description |
Email: Blessing or Curse?
In the last few years, email has helped the world become a smaller place. Increasingly, contracts, proposals, letters, etc., are arriving within seconds on a recipient´s desk – a desk that might be located thousands of miles away from the sender. Large groups of recipients can all be supplied with information simultaneously, markedly helping communication to flow within a company and between business partners.
But what are we all supposed to do with so many electronic messages? Less than 20% of companies have tackled the issue of properly storing email. Even fewer have implemented their own email policies. Yet the need to organize email, to store them and file them in a logical and efficient way, is becoming more and more important.
Problem Zone: Storage Capacity
The growing flood of email and their attachments are overflowing employee mailboxes. On average, an employee currently uses 1 to 1 ½ hours per day to read, sort and process incoming email. So what happens when a mailbox and email server have reached their limits? Or this email volume can no longer be secured by the administrator?
A limit of mailbox size set by the administrator forces the user indirectly to delete email. This carries the innate risk of losing important, businessrelevant information forever. Even storing email and attachments locally on a PC, or on a dedicated network drive, only provides a short-term solution and comes with big disadvantages such as the inability to share information, or offer automatic storage, and takes up too much room on back-up resources in the network. The last resort seems to be print-outs of email, which are then kept in binders – totally nullifying the advantages offered by electronic communication.
Filing Email with DocuWare: Solution info will open in new window.Click here for information in detail >
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| Benefits |
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Easy retrieval of email and their attachments with the help of intelligent fulltext searches and enhanced indexing techniques |
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Tamper-free storage of email for reconstruction of past processes |
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Automatic filing of email directly out of email system (e.g. Outlook, Lotus Notes) without any manual intervention |
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Employees working remotely can use DocuWare Web Client to access the document pool containing archived email |
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Email can be stored in .txt file format, which guarantees that they can be read for years to come |
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The problem of overflowing mailboxes and overwhelmed email servers is completely solved |
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Various compliance regulations and requirements are easily met |
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Indexes can be enhanced by adding criteria from address books or external data sources |
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E-Mail-Archivierung - 
Filing Email - 
Correo electrónico - 
Archivage des e-mails - 
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