E-mail management

It is still not widely known that e-mail messages are also subject to compliance requirements. The enterprise content management functions of HyperDoc^® assume the tasks of managing and archiving e-mail in accordance with statutory provisions.

E-mail messages too must be archived as part of compliance. Not only tax regulations such as those for data access and auditing of digital documents (GDPdU) must be taken into account, but also the privacy provisions, especially if the e-mail involves personnel issues.

HyperDoc offers you the possibility to achieve legally compliant integration of e-mail management in your business processes. The use of HyperDoc^®-Link for e-mail (Domino and Notes) or HyperDoc^®-Link for e-mail (Exchange and Outlook) enables e-mail archiving directly from the respective server or individual by the user. The advantages include:

• Compliance requirements for e-mail archiving are met.
• The functions of the document management system are combined with those of an e-mail system.
• E-mail messages can be assigned directly to folders and workflows.
• E-mail messages are protected against unintentional deletion.
• The efficiency and economy of data storage are improved.
• The time required for administration and backup are reduced.
• The workload on the mail server is reduced significantly.

E-mail management proceeds according to rules which can be defined separately for each department. For example, it is possible to archive immediately or after a certain period of time. Archiving can be performed automatically at particular intervals or be triggered by events, such as exceeding a certain volume of e-mail.

During archiving the e-mail messages are indexed so that a structured search is possible. Moreover they can be found via full text retrieval in the archive. Along the contents of the mail body, the search criteria are attributes such as the recipient, the subject line, sender, date received or attachments.

A remarkable aspect beside the advantages of server-side e-mail archiving is also the fact that the information and evidentiary value of an e-mail depends on the context in which it was produced. Therefore e-mail messages should always be placed in a factual context. This is taken care of with the assignment of e-mail to folders and workflows.