Features

Dexmar E2M allows ad-hoc groups or teams of users to be invited to participate in multicoloured 'Shared Folders'.

These shared folders appear in each of the participant's mail files as standard email folders and can be used in the normal way: dragging and dropping or moving emails into them allowing the mail files to be organised as the user wishes. Aside from being able to change the colour of the individual folders, to the participants these folders are identical to, and work in exactly the same way as, the standard mail folders that they are used to.

The sharing concept behind the folders become apparent when the user clicks on a new 'Browse Emails' button which jumps the user across into the Dexmar E2M browser application. Here they can instantly view all emails that have been put into the Shared Folder by all the participants of the folder.

Email serves two, often unrelated purposes in all organisations: important business emails and private emails from family and friends. Dexmar E2M allows users to differentiate between these two types, so that private email is kept private and does not get confused with business related emails.

Dexmar E2M's quota management routines can be set to work over the user's private email, forcing them to cut down on the clutter of joke images and word documents, whilst still maintaining full, quota free, use of their mail files for business related content.

Dexmar E2M offers sophisticated email archiving facilities that allow you to configure your archival policies in ways best suited to you.

In the simplest configuration, an email is automatically archived when a user drags an email into one of their Shared Folders. The archival routines then process this email, store it in the backend database, and apply strict security and any meta-data specified on the Shared Folder onto the archived email.

Other options include:

• Stripping the email content or 'creating a stub' of the original email after a configurable period of time.
• Deleting archived emails from the users mail file.
• Full Journaling of all emails in the organisation.

The simplest way of describing Records Management is that it ensures that information never stays in the organisation any longer than is necessary.

For instance your Marketing department might specify to only keep their emails for 3 years, your Legal department for 10 years, but reviewed after 5 years. Amongst other things Records Management provides highly focused routines and notifications to help you manage your information and corporate risk.

Dexmar ERM is a best of breed Electronic Records Management solution in use in some of the largest goverenment organisations across the UK. The solution is approved and certified by the UK National Archives for both the TNA1999 and TNA2002 specifications, providing you with the reassurance that the best practices for records management are upheld. It is since been updated to meet the new European MoReq2 specifications.

Integration within Dexmar E2M is seamless and ensures full control of the life span of the email and can be used as part of your IS0 9001 requirements.

Dexmar E2M provides a 4 point strategy to help your IT department in their constant battle to say disk space and reduce backup times.

• Single instance storage of all archived emails on it's own can reduce your disk requirements by up to 65%.
• Shared folders reduce the need for users to forward emails or copy to all the emails that send and receive.
• Focused inbox management routines can be configured to force automatic deletions of private emails over a certain age.
• Dexmar E2M's Records Management facilities mean that emails can be securely and legally deleted after a certain age

Built on robust, tested IBM technology, the security model employed by Dexmar E2M ensures correct access to all specified emails.

Like all meta-data the Security is set and applied at the Shared Folder level, allowing whole teams and departments to view their emails and making sure that no one else can.

Dexmar E2M supports full freeform text search over all emails and attachments that have been archived into the system and even searching within each individual shared folder.

All searches are logged meaning they are saved and can be marked as a favourite search on the user's home page. All searching is url addressable making it trivial for the users to be able to share and distribute searches amongst themselves.

The sophisticated quota management routines built into Dexmar E2M allow different types of quotas to be specified on individual mail files.

Dexmar E2M realises that business emails are too important to lose due to strict quotas being specified on the user's mail files and creates a focused quota management system based on your user's private emails. Quota's can be specified by size or number of documents.

In addition Dexmar E2M can be configured to provide a 'File it or Lose it' facility, whereby private emails that have not been filed within a certain time frame can be automatically deleted from your user's mail files. Thus ensuring only important emails are retained and stored

Dexmar E2M supplies full RSS feeds for all folders and searches that you may require allowing for easy integration into your internal subscription networks and the opportunity to include any of your archived emails into any external applications.