Dexmar E2M Email Management

Dexmar E2M is the next generation of email archiving systems for Lotus notes and domino mail users. Whether implemented stand-alone or in conjunction with IBM email archiving systems, Dexmar E2M enables organisations to reduce costs, improve efficiency and reduce risk.

Dexmar E2M enables organisations to manage emails according to user defined business processes. With Dexmar E2M, unlike other email archiving systems, business processes are defined enabling users to determine what is archived, how it is indexed, when it is archived, how long mail is retained based on its value to the business, and who can, in addition to the sender and recipients, access the content of archived mail.

Once Dexmar E2M has been implemented organisations will store less email data and retain it for a shorter period of time, reducing the costs now and into the future of managing email data. Email discovery - whether for business reasons or compliance - becomes significantly easier and less reliant on hard pressed IT departments. And by ensuring organisations only store information that is necessary for business reasons, legal and compliance risk is reduced.

Email has become both vital and the preferred method of communication. Email is now seen by organisations as the most business critical application and is usually the only corporate IT system used by all staff. Growth in Email volumes and sizes has put increased pressure on IT infrastructures and made content discovery time consuming and labour intensive. Compliance legislation has meant that organisations must position themselves to be able to store and retrieve Emails for given time periods. Enterprise wide Email Management has become a must within organisations for.

• Cost reduction. The cost of storing, backing up and managing email for many years is significant.
• Compliance. Data Protection Act, Sarbanes Oxley, Privacy legislation, Environmental legislation all apply to emails.
• Efficiency of discovering email content. Although emails are often stored and retained for years accessing their content is often very difficult and time consuming.
• Risk management. Mail should only be retained as a business records as long as contractually necessary or for as long as email content has business value.

Dexmar E2M provides all the functions required to effectively manage the Emails your organisation produces or receives.

• Ability to classify/categorise Emails based on their content and organisational requirements for example by client, case or project from within Email client using drag and drop.
• Distinguish between Business and Personal Emails with optional file it or lose it functionality.
• Search for email content from the mail client.
• Scalable with full integration with corporate content management system.

By implementing Dexmar E2M the following benefits can be achieved:

• Security permitting, users can search for and discover emails based on their business need without recourse to IT department, improving efficiency and customer service.
• Emails are only archived if required for business reasons and only kept as long as is needed, so reducing storage, backup and recovery costs.
• Only emails of business value archived. Personal emails do not become business records and therefore do not constitute future compliance risk.
• Organisations can set storage limits for personal emails.
• Minimal user changes required to implement. Users Drag and drop into shared folders and search from with email client.
• Emails can be destroyed once past useful life and full audit trail kept of destruction events.
• Fully compliant with UK and European Record Management specification TNA2 and MOREQ2.

Once policies are defined and implemented, major business problems created by the rapid growth of the messaging system can be tackled including customer service, project management, compliance and regulatory email record-keeping issue.