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Effective URL: https://mailmanager.turtl.co/story/dark-side-of-email-management/?utm_campaign=The%20Dark%20Side%20of%20Email%20Management&ut...
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Effective URL: https://mailmanager.turtl.co/story/dark-side-of-email-management/?utm_campaign=The%20Dark%20Side%20of%20Email%20Management&ut...
Submission: On March 01 via api from SE — Scanned from DE
Form analysis 1 forms found in the DOM
<form ng-submit="submit($event)" class="ng-pristine ng-valid">
<h1>Share by email</h1>
<label> From <input type="text" placeholder="Your name" name="fromName" required="">
</label>
<label> To <input type="email" placeholder="Friend's email address" name="toEmail" required="">
</label>
<div class="error ng-hide" ng-show="error"></div>
<input type="submit" value="Send email" class="button email-share-button">
</form>Text Content
Click here or press enter for the accessibility optimised version The Dark Side of Email Management containing 7 chapters. Chapter 1 of 7. Skip to content Contents THE DARK SIDE OF EMAIL MANAGEMENT false 1 / 7 Click when you see this icon to immerse yourself in deeper content Ok Click here or press enter for the accessibility optimised version The Dark Side of Email Management containing 7 chapters. Chapter 1 of 7. Skip to content Contents THE DARK SIDE OF EMAIL MANAGEMENT false 1 / 7 Click when you see this icon to immerse yourself in deeper content Ok Click here or press enter for the accessibility optimised version The Dark Side of Email Management containing 7 chapters. Chapter 1 of 7. Skip to content Contents THE DARK SIDE OF EMAIL MANAGEMENT false 1 / 7 Click when you see this icon to immerse yourself in deeper content Ok Click here or press enter for the accessibility optimised version The Dark Side of Email Management containing 7 chapters. Chapter 1 of 7. Skip to content Contents THE DARK SIDE OF EMAIL MANAGEMENT false 1 / 7 Click when you see this icon to immerse yourself in deeper content Ok We use cookies for user experience and analytics. By navigating this site you agree to allow us to collect information through cookies. Learn more, including about controls: Cookie Policy × Please rotate your device. × SHARE BY EMAIL From To , THE DARK SIDE OF EMAIL MANAGEMENT IF YOUR BUSINESS SENDS AND RECEIVES VAST AMOUNTS OF BUSINESS-CRITICAL EMAILS EVERY DAY, IT'S TIME TO DEFEAT THE DARK SIDE OF EMAIL MANAGEMENT! THE DARK SIDE OF EMAIL MANAGEMENT A LONG TIME AGO... EMAIL WAS A FORCE FOR GOOD AN INTRODUCTION TO THE DARK SIDE OF EMAIL MANAGEMENT THE DARK SIDE OF EMAIL MANAGEMENT For most people, waking up to an uncontrollable inbox, and being unable to see critical correspondence across the wider business, is accepted as the norm. Very rarely will you find someone who genuinely enjoys opening their work emails. Despite this, solving email management headaches isn’t normally front and centre when bigger picture topics like cybersecurity, cloud migration and digital transformation initiatives keep rearing their heads. These initiatives can take years to complete and require a serious investment. But solving email management challenges is a quick win with significant benefits. After all, doing nothing which is the easiest option means enhanced levels of risk, poor productivity and low levels of correspondence. So, if your business sends and receives vast amounts of emails every day, and the contents within those emails are business-critical (I.e., contain commercially sensitive financial information, form the main bulk of project or client correspondence, or you are legally obligated to keep them), then it’s time to solve your email management problems once and for all. Keep reading this eBook to find out: 1. The risks associated with the dark side of email management 2. Your email obligations from a legal point of view 3. Using email management as a force for good 4. How machine learning can automate your email management process 5. A simple solution to reduce business risk and safeguard all emails THE SWAY OF THE DARK SIDE AND HOW TO KEEP YOUR BUSINESS COMPLIANT THE SWAY OF THE DARK SIDE AS MENTIONED, WHEN IT COMES TO EMAIL MANAGEMENT, MOST PEOPLE DO NOTHING. THAT IS, OF COURSE, UNLESS THEY ARE HIT WITH A COURT CASE THAT REQUIRES THEM TO PROVE WHO SAID WHAT. THEN, IT’S A SCRAMBLE TO REPRODUCE ALL RELEVANT CORRESPONDENCE THAT CAN BE FOUND. THIS CAN TAKE WEEKS, SOMETIMES EVEN MONTHS, IF AT ALL. -------------------------------------------------------------------------------- -------------------------------------------------------------------------------- And the bigger the business, the bigger the email problem. Think about it. In a 10-person business, with each person sending 50 emails per day, that is 500 emails being sent daily. In a 1000-person business, that is 50,000 emails. In 2022, the average office worker receives 121 emails every day, so imagine how much risk that creates! With every email sent and received, and not filed (left ‘chained’ to an individual’s inbox), the pull of the dark side gets stronger. ARE YOU COMPLIANT? KNOW YOUR EMAIL OBLIGATIONS -------------------------------------------------------------------------------- What quickly becomes evident when talking to different businesses around their email management is they often aren’t aware of the obligations they face. These obligations vart by industry, company and country, so we understand it can be hard to keep up. For UK businesses, the UK Data Protection Act (DPA) came into law in 1998 and was revised in 2018 to the GDPR. The DPA controls how customer information is used by organisations and the government, and essentially mandates all organisations to disclose the information it may have. Under the DPA, customers, employees and ex-employees have rights, and can request their data to be disclosed at any time via a Subject Access Request or SAR. The organisation receiving the SAR is obligated to give up all data requested within one month of receiving the request. Failure to comply breaks the law and can seriously impede the organisation’s ability to protect itself. Unfortunately for businesses, the difficulty in trying to find relevant emails and other communications (including those that have personal opinions as well as facts) between historic backups is immense. Very few organisations would be able to meet a request to produce all information held within their email system on a particular subject within 20-working days. -------------------------------------------------------------------------------- THE DPA CHANGED THE GAME FOREVER Since email is regularly used to send and receive customer records, it is paramount that businesses include email as part of their data retention and information management policies. Failure to do so will likely mean they aren’t meeting their legal obligations, and this doesn’t only apply to UK-based businesses. Now even if a US-based business that has no employees or offices within the EU may still be affected by the GDPR! Because email is commonly used to communicate internally and externally in most organisations covered by Sarbanes-Oxley, and because these communications often contain information about business transactions and business decisions, email must be retained for a covered organisation to comply with the provisions of the Act. However, the "grey area" is regarding the full scope of messages that must be retained, since the Act clearly specifies the consequences for non-compliance, but it does not explicitly state what must be retained. Clearly, email is the communication medium of choice for a growing proportion of business records that are subject to retention under Sarbanes-Oxley. Any organisation that wishes to comply with the Act must, therefore, implement a data retention policy to keep records readily available for a review period of up to five years. The penalty for knowingly and willfully violating this provision imposes fines and a maximum sentence of 10 years in prison, or both. -------------------------------------------------------------------------------- HOW OTHERS HAVE BEEN CAUGHT OUT You’d be hard-pressed to find a news day that doesn’t mention a company that has been caught out being non-compliant with the DPA or GDPR. We have seen a steady increase in organisations and high-profile individuals taken to court and subsequently fined for not being able to produce specific customer information, including: * Microsoft was ordered to pay $25 million in damages when certain email evidence was not produced during discovery. * In Williams v. Sprint, the court ruled electronic documents had to be produced in native format, meaning metadata had to be intact including file owner, date of creation, senders, recipients, routing data and subject lines. * In Best Buy v. Developers Diversified Realty, the judge ordered that all emails and electronic information must be produced within 28-days, despite the parties arguing that they could not reasonably access this as it could cost six figures to recover the information from their backup systems. * In the infamous Grenfell disaster, emails were uncovered in the public inquiry which revealed that certain parties were aware of the dangers associated with the building’s cladding that resulted in the tower collapsing. THE COST OF IGNORING THE EMAIL PROBLEM THE COST OF IGNORING YOUR EMAIL PROBLEM There’s no doubt about it. The pull of the dark side of email management is strong and takes no prisoners. And compliance is just one part of the problem. The average office worker spends five hours per day checking their emails, and only 46% of people can clear their email inboxes. So as you can imagine, there is a huge productivity problem in all businesses when it comes to email management. While email overload might sound trivial, we’ve devised an ROI based on the amount of time and money our automated email filing solution, Mail Manager, can save businesses. Mail Manager saves three hours per week for the average employee, who costs their business £15 per hour. That adds up to a cost-saving of £180 per user per month and this saving only increases with the number of employees using it! > We calculated that by implementing Mail Manager, the weekly savings would be > enormous compared to the cost of the software per person per day making it a > 'no brainer' decision to implement. Monica Parrott, Quality Manager, Gensler But that’s not all. Think about the amount of storage space your company currently uses for their emails. For 1,000-user companies with a seven-year email retention policy that received the average number of emails discussed earlier, they’d need 23-terabytes of storage space. Plus, those emails are just sitting there and are largely unsearchable. So, the real costs then arise from hiring lawyers to sift through that data should a dispute come knocking. Not to mention the IT management costs that will explode. David Canfield, a managing consultant for IT consulting company Kroll Ontrack, told Forbes: "Without having a good understanding of the legal issues and the ramifications of the systems, a CIO may opt for the most efficient model. It's more efficient to have attachments stored separately and deduplicated. Those decisions are based on the most cost-effective, time-effective and space-effective way to store data. They don't realize what the impact is down the road when it comes to litigation." WHICH SIDE OF THE FORCE ARE YOUR TEAM ON? WHICH SIDE OF THE FORCE ARE YOUR TEAM ON? There’s no doubt about it, email is one of the most valuable assets to an organisation but navigating its management can be a minefield. Looking at your own professional career, we’re sure you can remember certain running's you’ve had with the dark side of email management... Despite the Jedi’s attempts to take down the dark side, every business has people who do as they please, refuse to stick to the rules and are hell-bent on creating information chaos. These people make the Jedi’s job a never-ending nightmare by creating, and include: The Siths: Sith’s aren’t interested in the rules the Jedi’s put into place and refuse to acknowledge the chaos their actions cause. Sith’s refuse to follow the guidelines that are implemented around filing business-critical emails and ignore the Jedi’s requests for emails to be filed correctly in central locations. They are a loose cannon which poses a high security risk. The Stormtroopers: Every business has individuals that think they know best and refuse to act within the realms of the rules and regulations put in place by the Jedi. These individuals could take the form of OCD filers who are well-organised and diligent in storing important business information in what they believe are logical folders. However, what they don’t realise is that filing emails and documents on their own devices or in desktop folders mean that no one else has access to that information. Therefore, they run the risk of the business’ vital information like contract amendments and agreements being lost forever should they be on holiday or leave the business permanently. This results in huge risk, and poor productivity should the need for reworks arise as a result. The Jedi’s: Every business has a hero, the Jedi, whose colleagues look up to as a champion of information management. These data heroes file all their information to the appropriate central location and promote the importance of information access to other individuals across the business. They abide by the rules laid out by the organisation, advocate the use of collaboration and productivity tools, and understand the importance of information visibility. The Jedi aren’t afraid to stand up to the Dark Side as they want to reduce the chance of project and client disputes. Unfortunately, at some point in all our professional lives, email does go wrong. But one thing we can guarantee is that businesses can maintain compliance by ensuring they have their business-critical correspondence stored where their team can find it. All it takes is one simple software add-in to ensure you are meeting your data retention and compliance policies, making the most of your Microsoft Office cloud investment and reducing impact on your company servers. BASED ON THE ABOVE, WHICH SIDE OF THE FORCE ARE YOU ON? * The Dark side * The Light side -------------------------------------------------------------------------------- EMAIL IS A FORCE FOR GOOD You might not think it, but an email management solution can be a force for good. Does your business send and receive hundreds, if not thousands, of emails a day? Mail Manager can help you standardise email filing across the business to a centralised location, reducing risk and improving productivity. Ask yourself, how much time do you spend a day looking at your inbox? For most, it’s more than they think. ‘Hyper automation’ is a new buzzword that’s promising major productivity gains for employees. So, think about the benefits from being able to mass-file all emails received and sent into the correct centralised folder without having to do anything? It could save you, and everyone else in the business, hours a week, all the while ensuring the standardisation of filing important emails across the business. According to Gartner, hyper automation is one of the top trends for 2022, and is defined as “a business-driven, disciplined approach that organizations use to rapidly identify, vet and automate as many business and IT processes as possible”. Hyper-automation involves the orchestrated use of multiple technologies, tools or platforms, including AI, machine learning, business process management (BPM), packaged software and other types of decision, process and task automation tools. With hyper-automation and the rise of email management tools, it's easy to see how any organisation can quickly benefit from proper information management. Right off the bat, our customers find that they increase their productivity tenfold as they’re no longer spending hours, or even weeks, searching for information in their colleague’s inboxes. DEFEATING EMAIL EVIL AND REDUCING BUSINESS RISK INTRODUCING MAIL MANAGER, THE JEDI'S OF EMAIL MANAGEMENT DEFEATING THE DARK SIDE Mail Manager, the intelligent email filing solution created by Arup can help you move away from the dark side. Our software is built with artificial intelligence and machine learning at its core, meaning we automate the admin-intense activity that is email filing, saving you time, and reducing the risks associated with the dark side or poor email filing. Mail Manager can be installed on a group policy, or by machine, meaning that your business’ overall email management can be standardised across teams, by department or throughout the whole company. Plus, we follow your existing file structure meaning Mail Manager does not host any data, and your existing privileged access policies remain intact. Any filed correspondence relating to a project or client can be found within three clicks by the people in your organisation who need to find that information, improving overall information visibility, and meaning you don’t need to worry about not being able to find project information years down the line. All of this makes for strong audit trails, easy compliance with industry requirements or quality assurance measures you strive towards, and complete document and records management within your organisation. Get in touch with Mail Manager today to see how we can help you defeat the dark side of information management and leave your disjointed business information in the past. icon-access icon-analytics icon-arrow-down icon-arrow-left icon-arrow-right icon-arrow-up icon-assemble icon-audio-pause icon-audio-play icon-audio-volume icon-check-active icon-chevron-down icon-chevron-left icon-chevron-right icon-chevron-small-down icon-chevron-small-left icon-chevron-small-right icon-chevron-small-up icon-chevron-up icon-close-immerse icon-close icon-code-mode icon-comment-fill-active icon-comment icon-comments-empty icon-down icon-edit icon-email icon-expand icon-facebook icon-library-large icon-library icon-link icon-linkedin icon-logo icon-maximize icon-minimize icon-next-page icon-next-section icon-open icon-pages icon-pdf-full icon_pdf Created with Sketch. icon-personalize icon-play icon-prev-page icon-print icon-rules-empty icon-rules icon-save icon-search icon-send icon-settings icon-share-sidenav icon-share icon-tick icon-trash icon-twitter icon-user icon-workspace icon-xing icon-zoom-in icon-zoom-out