E-Mail content today represents the largest volume of content being stored in most organizations. Ineffective e-mail management not only causes technological issues (overloaded Exchange servers, bloated Mailboxes, etc.), but also presents problems from a risk management and records management standpoint. In order to have effective records management, e-mail correspondence related to a particular matter, engagement, or project needs to be stored with the rest of the documents pertaining to that matter, engagement, or project. From a risk management perspective, laying your hands on pertinent e-mail content is crucial in being able to adequately respond to discovery requests.
Matter-centric content management is a core enabling technology in efficient e-mail management, and can be a gateway to greatly reduced overall costs for most organizations. Matter-centric structures can be used to allow users to easily move large or small volumes of e-mail content efficiently from the e-mail system directly into a management solution that automatically applies and respects ongoing metadata, security, records retention, and e-discovery needs.
However, getting that electronic correspondence into the document management system with the rest of the electronic client records can be difficult for many organizations from a process and technology standpoint. Automating e-mail management, as much as possible, is key to getting as much of the e-mail content as possible into the DMS. Our e-mail management products contain the flexibility you need to accommodate the e-mail management processes you establish for your firm.
Click on the product names below to learn how DocAuto products can help manage your environment.
ePredict™ provides real-time “zero additional click” tagging of mail messages by predicting and suggesting WorkSite destination folders based off of the entered address and subject text of an Outlook E-mail, all while the e-mail is being composed. ePredict tags messages that are then processed on the server-side by DocAuto’s OutiM Server.
This Outlook add-in provides a simple, intuitive interface with immediate prediction results that are based on prior user or peer group activity, including enterprise-wide prediction data collection and consolidation.
Folder Manager Module
Folder Manager for Exchange Module is part of DocAuto’s comprehensive E-mail Management Suite for WorkSite. This Module automatically creates “pseudo matter-centric” filing folders based on the users’ activity in WorkSite or any other external data source. These folders are placed directly in the users’ Outlook mailbox and then “mapped” to an associated WorkSite destination
WorkSpace or folder. Users can instantly move messages or entire folder structures from their inbox, other folders, or PST files into these filing folders using any interface including Outlook, Outlook Web Access, iPhone, iPad, BlackBerry, Android, and many others. This feature makes filing fast and easy, and gives users total control over which content is filed, where it’s filed, and when it’s filed.
Folder Manager Module also creates and removes native Outlook Categories for each individual user’s mailbox. These Categories can be used to bulk tag messages for filing to WorkSite, using completely native Outlook capabilities, allowing the use of these features on a wide range of mobile devices and web-based platforms, all with no additional software on the device.
OutiM® Server is the fastest, easiest, and most powerful way to automatically import Exchange content into your WorkSite environment, without placing a large burden on your users. This server-side solution supports multiple approaches to e-mail management, and integrates with and extends the functionality of other e-mail management systems.
This comprehensive and flexible product supports Mailbox, Public Folder, and PST processing, and can automatically copy, move, or move and link any kind of Exchange content (messages, notes, tasks, contacts, calendar items, etc.) directly from filtered or non-filtered sources into dynamically-identified WorkSpaces or Folders in WorkSite.
OutiM Server PST Processor
The DocAuto OutiM® Server PST Processor is the powerful PST processor of the OutiM Server product family. This stand-alone product is solely dedicated to PST processing and is a great addition to OutiM selection of products.
This flexible product supports PST processing, and can automatically copy, move, or move and link any kind of Exchange content (messages, notes, tasks, contacts, calendar items, etc.) directly from one or more PST files into dynamically-identified WorkSpaces or Folders in WorkSite.