10 Benefits of Email Filing

There are many different benefits to you, your team and your organisation of using a slick email filing system. These include: 

Improved customer service efficiency

Whenever you have a phone conversation with a customer, supplier or client then you want to give the optimum service possible. You won't want to cover the history or the engagement over and over again. Having an email filing system that puts all email correspondence in a single, central store allows everyone access to the same information. This means that anyone in your team can simply scroll down and see the entire email chain of events; gaining a full picture of what happened leading to improved experience for the customer, supplier or client.

Finding information

How many times have you tried looking for something to discover it isn't where you thought it was? Email filing is all about getting information into a central location where it can be easily retrieved. If the task of filing an email is a simple and efficient one then people are much more likely to store the information automatically. If filing is difficult or time consuming when people are under pressure or have taken some time off it is common to "lose" information because it's buried in someone's private inbox. By having a full email filing store with strong full-text search capability against that store, it's easier for that person or their colleagues to get any important information quickly.

Be on top of litigation by being on top of information

Email filing and email archiving systems are important tools should your organisation end up in litigation for any reason. More and more business is being carried out by email. Having information to hand on what was and was not said can provide invaluable information to your legal team. It also saves on the management time taken in retrieving this information. 

Reduced costs associated with paper filing

Many organisations, particularly professional services such as law firms and accountancy practices, print out and store into client files. This can be costly, most notably in labour but also in toner, paper and storage costs. Replacing the manual system with a wholly electronic store brings with it many cost savings and other benefits including the reduction of the carbon footprint of these tasks.

Make your mail server easier to manage

Email systems are not designed to store large amounts of information - rather they are designed to channel information from A to B as quickly  as possible. As more and more business is carried out using emails, the servers are becoming data stores and suffering slowdowns and increased maintenance costs. For system administrators, managing your email server is a difficult job as everyone wants to make sure they have access to the information if needed. By hiving off emails from the email server to a secure and stable archive, management of the server infrastructure becomes easier and cheaper.

Comply with your regulatory body's requirements on email management

Some industries already have strict requirements on how electronic information has to be stored and handled. In the future, regulation is almost guaranteed to become tighter in every industry. Regulation will always include keeping good records - a strong email filing solution in your organisation can only support your efforts here. Using the email filing system with a document management system will help even further in reaching this goal.

Reduce human error

Your email filing system can be configured so that everyone works with and files emails in the same way. By automating the process as far as possible the whole team can work quicky within the defined guidelines and procedures, making very few errors. The system helps the user to file both sent and received emails within Outlook in a defined way. Moreover, when errors do occur (for example someone files an email in the incorrect location) because of the ease of locating the information in the store, a procedure can be initiated to solve the problem in a reliable and repeatable manner.

Makes email filing simple

To meet compliance with regulators, saving of all emails is a must but relying on Outlook alone is just too time consuming. By using an efficient and powerful email filing system specifically designed to file emails as quickly as possible this is now possible.   

Increased ROI (Return On Investment) of existing storage technology

When your existing IT infrastructure was put in place a prudent organisation would have put together a business case to justify the investment. As more and more business is now being carried out via email then the strain on the infrastructure can often be seen. Using an email filing system will allow the investment to last longer and improve its return on investment.

Helps you to get things done

At Invocation Software we believe in "the Getting Things Done methodology". Getting everything filed will allow an employee to be more efficient and ultimately more productive. An email filing system is a strong tool to help you do this. It gives you a tidy inbox and files information away in the right place for later use, allowing all the team to access the information when needed.

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