Prochem Engineering Limited

The challenge

Prior to implementing Mail Manager, Prochem Engineering manually filed their emails, with users copying and pasting relevant emails into project folders.

Part of Allen Grennan’s role as Document Controller at Prochem Engineering is to ensure that, as an ISO 9001:2015 quality management certified organisation, the firm endeavours to continuously review and improve all internal procedures in order to effectively meet their customers’ needs and expectations. This includes the filing of project emails. Allen commented, “We realised we needed a more reliable, standardised approach to ensuring project emails were being retained within our system.”

The results

Prochem Engineering knew they needed to implement a system that would allow them to automate the process of filing emails. So, they carried out research to identify which email management provider would best suit their needs. Allen noted, “Research was carried out to identify an industry leading vendor who could supply us with an email management tool that could assist us in ensuring real time immediate access to our emails. Mail Manager invariably started to come to the fore as a possible solution and after a few preliminary consultations, we agreed to progress with them.”

Now, Prochem Engineering have been using Mail Manager for three years. On the firm’s use of Mail Manager, Allen said, “Mail Manager has become part of the way we do things at Prochem Engineering. Our email filing procedure is now standardised across all of our project teams and time saving has been noted as a result of implementing.”

The firm greatly benefit from the search functionality of Mail Manager and appreciate the simplification of the email filing process due to the software’s artificial intelligence and machine learning. Allen explained, “Without a doubt, the main feature that is of most help to use here at Prochem Engineering is the filing ‘options’ that pop up when we go to send or close out of an email. The artificial intelligence that is build into this feature means that the more you use it; the more Mail Manager can predict the location where you want to file the email, based on previous filing or certain criteria within the email itself.”

“The search functionality is also impressive. The speed in which Mail Manager can find the one particular email you are looking for – amongst the depths of thousands of filed emails – is significant. The range of search filter options that are available, such as by attachment, to help narrow down your search is also really helpful.”

The main benefit however, according to Allen, is the reassurance Mail Manager provides. He commented, “We now have greater confidence that our critical correspondence to and from our clients and partners is securely retained and is easily accessible to all whenever they may need it.”