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You are in excellent company if, like other companies with no email management strategy, your employees are complaining they are being overwhelmed by email. The convenience of email is rapidly being lost in the time spent reading, replying to and managing it.

There are 3 important reasons to get your company’s email excess under control. Let’s examine how compliance, employee efficiency and electronic discovery are compromised by an disorderly email management system.

Compromised Compliance

If your workers regularly receive email with legal documents attached having a structured electronic content management (ECM) system is vital. This would ensure that your emails related to documenting commitments and responsibilities are recorded, complete and easily retrievable.

Ask yourself such questions: “Do my workers always document receipt of business-crucial documents by email?” and “What type of legal files is received that isn’t being stored in a way that allows access by others?”

Compromised Employee Efficiency

New studies show that workers at major companies are spending as a minimum one hour, and many of them up to three hours, every day reading, replying to and trying to manually organize email. Overflowing in-boxes seize employees chained to their in-box and away from their main job duties.

Capturing, sorting, archiving and retrieving email letters and attachments manually and not having an automated record retention and email destruction schedule are some of the ways efficiency is compromised.

To obtain a picture of what email handling is costing you in terms of workers efficiency, multiply your overall number of employees who receive email by one hour. That’s the smallest number of man hours per day you’re probably losing to inefficient email management.

Compromised Electronic Detection

Electronic legal detection is often essential when litigation is filed by or against your company. It’s the procedure of retrieving and examining electronic records for data relevant to legal action or compliance reviews.

Being able to retrieve electronic documents and messages rapidly is very important to a strong legal defense or compliance plan, and mandated by law. Astonishingly, many companies still do not have an official system for archiving employee email in a method that makes that retrieval straightforward.

Even worse, many companies have no written guidelines about when employee email can be deleted. You may end up forced to explain that crucial messages were deleted by employees because no email preservation policy was in place.

An Affordable Solution

You can in fact realize significant savings through increased employee competence brought about by automated management and fast retrieval of documents and emails. Having the ability to access this data off-site via a secure web-based document management repository further improves efficiency and minimizes expenses for document management system.

A well designed document management system improves security, increases worker efficiency and allows timely compliance with regulations and electronic discovery requests. If your workers are buried by email overload, it’s time to bring in centralized email management as component of a document management system at your firm. The efficiencies you’ll realize will have you wondering why you waited so long.