Considering how long email has been around, it is surprisingly neglected as a content type in the conversation underway on evolving requirements for data governance.
In a recent article on Information governance: Managing complexity by knowledge-management leader KMWorld, Judith Lamont, Ph.D. addresses the hard work organizations are going through to capture and organize their knowledge in a content framework that supports information compliance, all the while staying agile to evolving user behaviour and business needs. There’s an unavoidable tension between the regulatory pressure on data governance and the greater mobility, productivity and convenience that employees seek in the modern workplace.
Drilling in on the email management, Lamont reveals the escalating problem of poorly captured and unclassified email which is troubling for both knowledge management and records management. On the knowledge management side, there’s a need to efficiently capture and share easy-to-search access to emails for project collaboration and corporate intelligence. On the records side, there’s urgency to save and classify emails related to contracts, employee agreements, negotiations sales agreement and legal resolutions among records, and apply data retention rules.
KMWorld invited Colligo perspective on how organizations can best address email management in a progressive and practical approach on information governance. Here’s an excerpt from the article:
The ongoing dilemma of email governance
In one study conducted by AIIM, only one-fourth of respondents reported proactively managing their email. This is all the more concerning since a great deal of critical business information is contained in email messages—up to 60%, according to IDC.
Colligo Email Manager for SharePoint and Colligo Email Manager for Office 365 are solutions that allow users to drag and drop their emails into a window within Outlook to place them directly into SharePoint. “One of our strengths is in user adoption,” said Loic Triger, COO of Colligo. “Users are able to manage their emails while working within a familiar application.” As the content is migrated, it is tagged with metadata from the email such as sender and recipient, and customized metadata fields can be added, including metadata for attachments.
Although Microsoft has strengthened its email management services by enhancing email classification and labeling tools in Office 365, Colligo brings the labeling and retention management into users’ inboxes rather than requiring them to launch another application. Storing emails in SharePoint or Office 365 allows them to be accessed for operational purposes, classified for compliance, findable during e-discovery, and managed as records.
Email management that simplifies information compliance
Colligo provides intelligent email management and practical information compliance for organization.
Help workers find content, work productively and collaborate faster, all while protecting company data in SharePoint.
- Save emails, attachments and documents without leaving Outlook including Outlook for Office 365.
- Add metadata, labels and retention dates easily, from applications people use most.
- Support productivity simple tools that work the same across Office applications, on any device.
Curious about email information governance designed for your users? See how it works – 4-minute video overview of Colligo Email Manager for Outlook. Same ease in Office 365, Outlook for Windows, and Outlook on mobile devices.