The real benefits of project email filing
Filing emails manually is inconsistent. Searching for them in Outlook is unreliable at scale. When people leave the business, their correspondence leaves with them.
Ideagen Mail Manager solves these problems by automating how project emails are filed and making them retrievable in seconds, protecting firms against disputes, knowledge loss and audit exposure.
How Ideagen Mail Manager can help you
Compliance
Most firms Ideagen Mail Manager works with are focused on two things: Quality management and ISO 9001. They are either trying to build better processes for handling client correspondence or trying to ensure existing processes are actually followed.
The core problem is consistency. If every team member files emails differently, there is no process. Ideagen Mail Manager standardizes email filing across the business so every email is prompted for filing at the point of sending, regardless of who sent it. When an auditor asks for project email records, they exist.
Risk
Email is the letter of today, but everyone manages it differently. That creates risk that surfaces months or years later when a dispute, claim or legal challenge demands a complete correspondence trail.
Firms that use Ideagen Mail Manager describe it as their insurance policy. Filed emails are retrievable in seconds, however old they are. You can prove what was agreed, who said what and when, find correspondence from years ago and control who has access to it. Customers have credited a single retrieved email with resolving major contract disputes entirely.
Security
Every day, teams send and receive hundreds of emails containing sensitive commercial and client information. Unmanaged, that information sits across potentially hundreds of individual inboxes with no oversight, no retention controls and no way to ensure regulatory compliance.
When someone leaves the business, that data needs to be accounted for. Ideagen Mail Manager addresses this by filing emails to the project, not the person. It does not host any data. It maps to the organization's existing security infrastructure, filing emails to wherever the firm chooses. Only authorized users can access filed correspondence.
Productivity & Collaboration
Fee earners waste valuable time on manual email filing or searching for correspondence that should be at their fingertips. Teams work in silos because they cannot see what has been communicated on a project outside their own inbox.
Ideagen Mail Manager connects teams by making all filed project correspondence visible to anyone with access. Emails are filed automatically at the point of sending, so the time spent on manual filing and searching is reduced to seconds.
Why Ideagen Mail Manager?
I am a huge advocate of Ideagen Mail Manager. The primary benefit for me is the confidence it gives me. Confidence that I can find information when I need to. We work with many different teams within the business, so we are constantly needing to find information from different discussions, and we need to do it quickly. I need to know that anyone in my team can quickly find the same information. Everyone can see all conversation history.
Software comes and goes within Ramboll, but there has never been a substitute for Mail Manager.
Because of the nature of work I do, I must have every email from the last 10 years at hand. We’ve always been taught and trained that the risk is too big not to have that information.
Ready to see how Ideagen Mail Manager can help?
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