December 9, 2016

3 Reasons SharePoint Email Integration Makes Sense

4 minute read

Email is of course omnipresent in everyone's daily business life. On average, knowledge workers send and receive more than 25,000 emails per year and spend as much as one to two hours per day reading and responding to those messages (source).

This problem has spread directly to the world of information governance as it is estimated that 10% of those emails should be classified as a record.

email_stats.jpg

The infographic above spells out a potentially troublesome situation when it comes to email records. Let's discuss how SharePoint email integration can be beneficial in any organization. 1. Compliance

As every record manager or general counsel can attest, compliance is a major concern for every business, especially those which handle large amounts of sensitive information such as payment data or health records. Employees should also be aware of potential email compliance threats as we detailed here in a previous post. Any breach of a company's email can have catastrophic consequences (remember the Sony Pictures breach?).

In addition to a potential breach, the most worrisome consequence of poor email governance is the threat of eDiscovery. We've detailed in the past the potential cost of eDiscovery, and email is often the first place law firms begin.

So how can SharePoint email integration help solve these issues?

  • By classifying the email and attachment and moving it into SharePoint, it can be properly managed
  • Allows the records manager to have greater visibility to email records
  • Email records can be put through proper defensible disposition process

2. Employee Productivity

As we discussed above, knowledge workers spend nearly 25% of their workday reading and replying to email. On top of that, there is a tremendous amount of time spent searching for the correct document.

These two things alone drain an incredible amount of productivity from teams in nearly every business unit. Luckily, these issues can be solved with the right combination of process improvement and technology.

  • With SharePoint email integration, your employees are using familiar workflows and products
  • By having the email records moved into SharePoint, records are centrally located, allowing for easier locating, management and disposition
  • Once the records are in SharePoint, they can be automatically classified like any other document

3. Complete Information Governance

Productivity and compliance are two concerns that have the potential to save an organization immense amounts of time and money if they can be solved.

However, the final point here is more of an overarching goal for the records management team. As we have discussed several times over on this blog, complete information governance encompasses every employee, division and business unit. Nothing cuts across all of these lines like email. It is truly ubiquitous and anyone saying they are effectively practicing information governance without including email is deluding themselves.

  • Take a step back to understand how SharePoint email integration fits into the bigger picture and who will be involved
  • Address other gaps or inconsistencies in your process that have been uncovered
  • Of all the records in a business, email loses its value and increases its risk the fastest

Now what?

We've gone over a few reasons around why Sharepoint email integration can be beneficial for nearly any business. Here at RecordLion, we saw this potential problem and found an elegant solution. Our Outlook app handles SharePoint email integration and allows you to manage these records with the same policies and lifecycles as your other records. Click below to view a brief demo and learn more!


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