5 Email Management Benefits

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Everyone knows that without an active practice of management in place that our lives and every facet of our businesses can result in a chaotic existence. We need to manage our checking accounts, our income and expenses, the food we eat, the amount of paperwork we keep, etc.

The same concept of management applies to our email systems. We need to implement a usage and accounting email system to track and report how much of our computer resources are being consumed so that we can properly bill out to the various departments we support in our organizations.

Administrators also need to monitor the flow of emails that are incoming and outgoing from their systems so as to create trending reports and to project when systems will become overloaded. Trending and analysis of email communications make it easier for administrators to request additional resources from their IT departments in terms of bringing newer and larger systems online. It may be that those resources are physical in nature or that the newly requested resources are virtual resources. The point is that, without monitoring and managing their systems resource usage and having the corresponding reports to support their trend analysis, administrators will have a tougher time in asking for upgrades or more system resources.

Managing your email systems also involves the practice of archiving an organization’s email messages so that they can easily be recalled at a later date when needed.

Here are five benefits of Email Management:

  1. Reduced Litigation Costs
    It is a given that companies and organizations should have some methodology for storing old email messages. An email archiving system should be able to captures every email, – along with their attachments – that comes into or out of an organization. A complete archiving solution would also include some capacity for scanning and indexing of email messages. Indexes should, at the very least, be based on: who the sender is, who is the recipient, the message content, attachments, metadata, etc. and classified according to results. Because all email is preserved in the archive in its original form (ensuring that no messages are tampered with, altered or deleted) for the entire retention period set by the company, there is no backup media restoration to contend with. Having a storage system that is easily searchable is one goal of an email archiving system. Another goal is being able to reproduce the original email messages on demand. Each of these goals will have long-term benefits by reducing the costs of litigation.
  2. Increased Recovery Time
    Having every megabyte of data stored on backup servers is an important starting point for post-disaster recovery, but having a well-defined archiving system for email can help a business get back up and running much more quickly after a disaster occurs. Essentially, knowing where data came from (and thus, where it should be restored to), can be the difference between a calm recovery and a frantic one.
  3. Reduced Exposure to Spam
    Having an automated technology in place that can easily identify and delete spam can be a great benefit to any organization. It can help to save the most important non-renewable resource that any company cannot lose. And that is Time. Organizations can save a lot of time that might otherwise be wasted on reading spam email messages by blocking spam before it ever reaches an end user’s inbox. Good anti-spam solutions can block email messages based on their addresses, subject lines and content. Look for solutions that can also block based on origin and on non-existent recipient addresses.
  4. Reduced Exposure to Security Threats
    Everyone knows that viruses can severely impact an organization’s operations if their email servers are running in an exposed mode. When exposed servers are unprotected then viruses can and will attack. And once a server goes down it can have a domino effect on the rest of production. The result is that all departments within a company or organization will experience severe downtime and with downtime comes loss of money and services.
  5. Reduced Compliance Costs
    There has been a number of regulatory bodies defining the compliance measures that organizations must follow for their respective industries. Compliance regulations govern many industries such as: financial services, manufacturing, health care and customer care. When companies stay in compliance with their respective regulatory agencies then the benefits can include:

    • More effective auditing practices.
    • Well-defined retention and disposal policies.
    • Identification of confidential and/or sensitive information.
Written by Mike Rede

1 Comment

  1. Shawn@theEggIT · May 25, 2011

    Email management tools, software, and solutions can give a company process-efficiency and practicality. I’ve been using Cpanel as my main email management tool for the past 10 years now and all I can say is that it makes my job easier.

    But not all businesses have a good email management system in place. Some are still in the “dark ages”. One area worth mentioning is the lack of use of e-mail ticketing system. Ticketing is an excellent way of managing incoming emails from the users (within a company) and customers.

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