InfoFile Email Manager1 Can Help You Stay Compliant2 and Manage Critical Business Information with Your Email System

(From an Advertisement of a Product)

InfoFile Email Manager, a new solution from InfoFile, allows for the archiving of your organization's email to help you stay compliant with industry and government regulations and help to reduce corporate risk. It also can help you manage critical business information within your email system to increase efficiency and decrease costs so you can stay ahead of your competitors.

"Employees are now using their email not only to communicate with others, but also as a workflow tool to track decisions³, request approvals or edit documents," says Robert Hutchinson, Product Manager. "This means that decisions, official memos⁴ and other valuable records are often encapsulated⁵ in the context of email conversations. Nowhere else is there more unmanaged content than in enterprise email systems⁶."

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Email is a critical element of your daily business life. Left unmanaged, it can impede and even threaten an organization's future prosperity. InfoFile Email Manager provides a solution that can benefit you in a variety of ways:

Reduce corporate risk. Organizations such as securities broker-dealers⁷ and publicly traded companies⁸ need to meet strict requirements regarding retention of email correspondence⁹. Some regulations even require organizations to produce such email on demand for investigative purposes¹⁰, which could lead to high retrieval costs¹¹ for those without records management systems.

Comply with existing regulations. Automated rule-based capture¹² ensures all relevant email correspondence is captured to meet compliance requirements. By centralizing a specific set of business rules, InfoFile Email Manager is designed to provide for the automatic (or manual) capture, storage and retrieval of important emails when they are needed to address legal discovery requests, regulative requirements or collaborative activities.

Facilitate knowledge among team members. Diversification of services and increased outsourcing¹³ have left many companies struggling to organize their corporate content, particularly email, among a variety of workers, including third parties, contractors and suppliers. InfoFile Email Manager is designed to allow for the storage and retrieval of all proj ect-oriented emails from one central place.

Provide better customer service to maintain competitiveness. Customers today require real-time responsiveness¹⁴, especially when they communicate via email. InfoFile Email Manager helps ensure that these emails are linked to customer records or files and removed from low-security, storage-limited email servers¹⁵ and transferred to secure, centralized repositories¹⁶ that may be accessed only by authorized users.

Key benefits for you and your organization:

Save time and money. Advanced indexing and search tools ensure that emails can be produced quickly and easily, saving countless hours of labor and costs related to retrieval.

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Avoid penalties and fines. InfoFile Email Manager is designed to help you avoid hefty fines¹⁷ and other penalties related to non­compliance.

Gain shared retrieval¹⁸. Store all project-related email correspondence in a secure, central InfoFile repository to ensure the information can be easily shared among employees.

Access project information easily. Advanced indexing and search tools either through desktop or Web access can provide users with increased flexibility in accessing critical project information stored in email, when and where they need it.

Access customer emails quickly. Modular architecture allows integration with third-party customer relationship management systems, to provide quick and easy access to customer email from one interface.

Respond to customers quickly. Linkage to workflow applications allows for automation of business processes initiated by email correspondence (e.g., a customer emails a request for a copy of statements¹⁹ or billings²⁰).

Stay compliant with privacy regulations²¹. Secure, centralized storage of email in an InfoFile repository means that the messages are accessible only to authorized employees with appropriate security access.

Document details of contracts negotiated via email. When captured by InfoFile Email Manager, the email trail²² becomes an irrefutable formal record of the contract negotiation process, which can aid in avoiding future conflicts about differences in clauses, wording and other issues.