Dv Email Management
Today, one of the newest of document management challenges has to do with effectively storing, controlling and accessing email, a challenge that Practical Programs has met with Dv Email Management; the latest solution to be added to the Practical Programs Dv Family of essential document management tools.
Who sent what to whom?
Practical Programs recognizes that the email systems in use were never designed to handle the volume and range of data that we are now forcing through them; a fact that regrettably means that storage is cumbersome and retrieval difficult. The way those systems work also means that emails and other types of records are not automatically stored together, with the result that there is no logical bringing together of the great many emails – and the attached Word, Excel, PowerPoint and graphics files – that, over time, we may send or receive.
The problem is made all the worse when other individuals in the organization are also communicating with the same people, because, by their very nature, emails tend to reside on a user's PC or on a central email server, rather than being logically and sensibly grouped together with all of the other documents to which they are related. It really can be a matter of just who sent what to whom and when?
There is one further issue; the need, in most parts of the world, for organizations to meet the often stringent laws that focus on document retention, and the inability to produce a required document can result in substantial fines or worse.
Resolving all such issues is what Dv Email Management designed to do:
Sorting
Incoming mails can be filed automatically based on subject or content; e.g. if they contain a project name or number or who the emails are from.
Controlled destruction
Staff accidently deleting critical emails is no longer a concern as they are stored safely on the file server with all other matter related documents, and are automatically backed-up at designated times. With Dv Email Management, the company's records management policy can ensure that destruction of emails is controlled and in keeping with good corporate governance standards.
Compatibility
Dv Email Management works with all standard email systems, regardless of whether the organization hosts its own email server or not.
Archiving
All project matters or transactions, including emails, can be archived to a single project related location.
Email indexing
Dv Email Management will securely index all email messages and attachments to prevent loss, misplacement or unintended deletion.
Content searching
Emails and their attachments can be searched for words they contain, even when they were not part of the original index. Emails and attachments are pre-indexed, so searching is incredibly fast.
File security
Dv Email Management provides total security control of documents, as the company's records management policy decides who moves, copies, deletes or edits each and every file.
Dv email links
The Dv Email 'Links' component allows information to be emailed without the need to send actual documents. All the recipient of the email message needs to do is click on a URL (the link) to view the referenced document. This prevents the incidence of duplicate files being stored locally, and the ensuing risk of an incorrect version being used. At the same time security is improved, as documents cannot be re-routed, and all document access is fully tracked by the Audit Trail components of Dv TDM and Dv Office.
Where to find out more
Feel free to browse around our website, download some of our whitepapers and success stories, and contact us - it's as simple as that. We'll be more than happy to help you to make the right information management decision.
