“In the following post we'll tell you the most important things about managing critical information in your emails and how Athento can help you.”
Every day it's most frecuent that companies begin to worry about managing information in their emails. The AIIM's report, 'State of the ECM Industry 2010', says that managing emails (like records) is one of the top priorities for ECM nowadays, along with the implementation of a Records Management System and its integration with multiple repositories. The same report states that out of 65,000 companies interviewed, 56% show serious doubts about the capability of their companies to store and retrieve the information contained in emails.
Emails are a special type of content, they have records' treatment because once they are sent and/or received they shouldn't be modified. On the other hand, as emails are increasingly being used by employees of companies in their daily work, the information contained in them begins to be critical in many cases. According to Radicati Group, the average corporate user sends and receives about 110 daily emails. Without question, with these data, it's not weird that different countries begin thinking in emails such as probatory documents. The regulations in this respect, at least in Spain, are not very advanced and there isn't a description of the requirements applicable to an email, but they are now admitted at trial.
Emails are also admissible in trials in the US.
How does Athento IDM help you manage the information in your emails?
Athento IDM and in general all Athento family products include a functionality named 'PopMail Input'. This is really a component of Athento that helps us manage emails in two ways:
Uploading to the document manager by sending attachments to an email account. The platform receives the attached document and stores it doing its information indexing.
Documenting our emails: Input PopMail can convert a received email in a PDF document, including all information contained in it (sender, time, date, subject, body, etc..), identify a unique code and storing it in the manager not allowing further modifications.
Let's see two examples!
Case of use: Managing pharmacological alerts in a Hospital Pharmacy. The Pharmacy of the hospitals typically receive alerts from Spain's Agency for Medicines and Health Products where information is reported about defects or potential health risks that may be caused by medications. The problem with this type of documents is that they usually come in several ways to the pharmacy staff and as a result, the information is duplicated. With PopMail Input it's possible centralizing the receipt of alerts in a single account and evaluating which alerts are into the system already, so we don't end up re-creating them again.
Example of use in processes of incidents and negotiations with customers: Imagine that someone in the sales department of your company reaches an agreement on price and terms with certain customers via email. For some reason, the commercial who got the agreement with the customer leaves the company and the customer is assigned to a new account manager. This new sales person does not have access to all the emails from the last guy, or simply among all too many emails it's really hard to find the email that closed the sale and service conditions. Fortunately, the previous sales person was a smart guy who sent the e-mail to the customer with a copy to an email account that allows PopMail. The new sales rep. will only have to look in the repository, where there's already a folder with the name of the client, all commercial offers that are made available to him/her and the client's responses. The recovery of a document in a repository is almost immediate.
We hope we have explained a little bit more about this functionality of Athento. However, if you have any questions, please, feel free to contact us.