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March 2007 Issue
E-mail
overload costs organizations over $5,000 per user per
year
E-mail has
grown to be one of the most important communication and
collaboration tools for business. As a result of its utility,
according to IDC, e-mail volume has doubled over the past 5 years to
over 40 billion person to person e-mails daily. Moreover, the volume
is expected to continue to grow over 18% in each of the next five
years.
For the average e-mail user over 30% of their day is
now spent on creating, organizing, reading and responding to e-mail,
a significant amount of time that could potentially be streamlined.
E-mail Productivity
Losses
• Spam comprises 20% of total e-mail
volume. Typical users waste about 10 minutes on reading / deleting
the e-mails each day, costing organizations $1,250 per user in lost
productivity each year
• Reply to All - when users craft
e-mails or create meeting invites it is all to easy to copy too many
recipients or worse, entire work groups or all employees. For a
typical 1,000 person organization, this practice could average 5,700
e-mails per day - at a cost of 3 minutes spent reading and
addressing each message, a cost of 285 person hours per day and over
35 full time equivalents (FTEs) per year- an overall 3.5%
productivity loss, and a potential loss of $1,800 per year per
employee in wasted labor costs
• Lack of Clarity and Tact -
When e-mails are poorly written, the reader has to spend more time
deciphering the meaning or sending follow-up e-mails to question or
clarify. This can result in $2,100 to $4,100 per e-mail user per
year in lost productivity
The
Bottom-Line
Improving e-mail etiquette is a hidden
area for significant potential cost savings and productivity
improvement. With proper implementation, best practices can generate
an average 10% reduction in e-mail volume, improve e-mail quality
and save 10-20% in e-mail handling time. The result will be 7 to
10.5% in overall employee productivity improvement which equates to
recapturing some $4,100 to $6,000 in wasted productivity per
employee per year.
Fort
Docs provides a great service to match your companies needs:
PaperVision/ImageSilo Message Manager
Your
organization can monitor, capture, and archive e-mails using Message
Manager. Regulatory requirements and disaster recovery processes are
extremely important for all businesses to adhere to in order to
operate efficiently and avoid costly mistakes.
The failure
to locate e-mails can have serious consequences. Within the first
few months of 2006, five firms were fined $8.25 million for failing
to preserve e-mail communications. Without e-mail classification and
management, companies are vulnerable to lawsuits and fines. Please don’t let this happen to
you.
And the stakes have increased! On December
1st, 2006 new Federal Discovery rules went into effect that require
disclosure of e-mails if relevant to a case being tried in Federal
Court. This means that your organization could be liable for
substantial fines if your e-mails are not
archived.
Fort
Docs
helps businesses stay compliant
PaperVision®
/ ImageSilo® Message Manager allows organizations of any size
to obtain and keep control of e-mail messages by utilizing
their PaperVision® Enterprise document and content management
(ECM) system. Message Manager gives companies the power to
capture, store and retrieve all e-mail messages in a single,
searchable information management system. With Message
Manager, companies can comply with government and industry
regulations by capturing new and pre-existing messages,
organizing all messages for immediate retrieval, and providing
non-repudiation.
• Capture and preserve messages as
they enter or exit the e-mail system, enabling full compliance
with Sarbanes Oxley and other government regulations
•
Allow virtually any e-mail system to forward messages to a
mailbox on an e-mail server monitored by Message Manager for
management in PaperVision Enterprise or ImageSilo (online
repository)
• Preserve messages and provide non-repudiation
– verify the integrity of messages by comparing them with
originally captured versions
• Capture pre-existing
messages from Outlook and Exchange mailboxes
• Implement
e-mail management without a complex integration with Exchange
through the use of journaling
• Put all the power of
PaperVision Enterprise/ImageSilo to work on your e-mail
Call Jacqui today at 707-571-8313 for a free
consultation appointment and we'll bring "The Hamster
Revolution: How to Manage Your E-mail Before It Manages You"
by Mike Song, Vicki
Halsey, Tim Burress, to you absolutely free. This
highly acclaimed book focuses on ways you can help your
company use e-mail more efficiently and is written in an
easy-to-read and understand format.
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Fort
Docs
is focused on
becoming your partner for all of your document management needs. We
have all of the services you need: hard copy storage, imaging,
electronic storage and retrieval, media vault and shredding. And we
have the expertise to help you streamline processes and integrate
functions.
Give us a call and tell us where you need help,
and we will respond.
The
Fort
Docs
Team
707-571-8313
www.ftdocs.com
“The Gold Standard in Document
Management”
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