Last Updated on May 15, 2023 by Sarah Gayda
We needed a solution that would be easy to use within Outlook – that was fundamental. We didn’t want any complexities to force people out of their comfort zone. The solution had to be convenient to use, allowing staff the discretion to select messages for them to be electronically filed appropriately.”
Head of Records Management
This global aviation company was looking for an alternative to their paper filing practices for official correspondence. All official email messages were printed and centrally filed. It was becoming increasingly difficult to find needed information quickly – the organization was simply not able to keep pace with the accelerating velocity of communication. In addition, the volume of paper was growing out of control, leading to physical-space concerns and overhead costs. The organization needed a cost-effective solution that would allow them to go paperless and modernize its email- records management practices.
The organization’s leaders wanted to improve governance by implementing an electronic email records management system. With SharePoint already deployed, the company sought to leverage its current investment by finding a SharePoint-Outlook integrated solution.
Another key requirement was the capability to add metadata. The ideal solution should provide a metadata form, prompting users to provide required metadata. The organization needed a solution that ensured messages were filed properly, classified in accordance with the company business rules.
Summary
The Colligo Email Manager solution:
- Allows the organization’s users to select, then file official emails in SharePoint
- Supports business-requirement and organizational culture criteria to file correspondence
- Provides a streamlined email-filing process for SharePoint
- Supports automatic metadata capture and managed metadata to ensure messages are classified in accordance with business rules
- Colligo offered support available during normal working hours for the company’s headquarters, an important factor in the company’s purchase decision
Results – deploying Colligo has enabled this organization to:
- Increase filed correspondence
- Improve document “findability”
- Reduce cost with paper and physical space
- Improve regulatory and corporate compliance
We needed a solution that would be easy to use within Outlook – that was fundamental. We didn’t want any complexities to force people out of their comfort zone. The solution had to be convenient to use, allowing staff the discretion to select messages for them to be electronically filed appropriately.”
