Tuesday, September 6, 2016

SharePoint E-mail Integration - Are there Any Valid Reasons to go for it?

E-mails play a crucial role in business today. SharePoint email integration takes an equally important position in the corporate world. In this blog post, we will discuss the reasons that make SharePoint email integration good and valid in the current time. 

The significance of e-mails in the corporate world is self-explanatory as these are omnipresent in everyone's business life - no matter whether the business is a small or big one. 

On an average, knowledge workers send & receive emails exceeding 25,000 per year. Additionally, they spend one to two hours every day reading & responding to the same. 

This issue has spread now to the large world of information governance because it has been estimated that 10 of such emails need to be classified in form of a record.

Following image depicts the potentially troublesome situation in regard to email records. 

SharePoint E-mail Integration

From this figure, it can be easily interpreted that how the situation exists for e-mail records. The data is based on results for an organization with 1,000 users. It can be noticed that 10 percent of all emails are classified as records. Total number of e-mail records per day comes out to be 12,600. Out of these, 8,800 e-mails were among the sent ones while 3,800 e-mails were received on a daily basis. 

SharePoint email integration can definitely be beneficial for any global organization. Let's discuss the reasons how that can be.

1. Compliance

As it has been revealed by almost every global organization, compliance is a major concern in the current time. This concern is especially of paramount importance for organizations with large amounts of sensitive data like payment information or health records. 

Data breach can have dangerous consequences on an organization and when it’s about e-mail the effects can be far worse. Hackers may deploy the data for wrong purposes causing a huge set back to your business integrity. 

Typically, huge amount of critical data cannot be sent in an e-mail due to size constraints. This may be a constraint for some users but may be a saver in case that e-mail gets hacked by unauthorized people.But in organizations, data is not just sent via attachments in e-mail but also as plain text. Hence, it becomes critical to safeguard every e-mail that goes out.

Luckily, there are tools in place for avoiding the situation which can be made use of while communicating your message via e-mail. 

Any sort of breach of an organization’s email can lead to catastrophic consequences. Hence, it’s a must for all employees to be aware of potential threats related to email compliance. Besides increasing chances of a potential breach, the most troublesome consequence of bad email governance relates to the threat of eDiscovery.  

So, following are the ways in which SharePoint email integration can help to solve these issues - 

By suitably classifying email and related attachment and then moving the same into SharePoint, you can manage the same properly
Records manager can have a better visibility to email records
It becomes possible to put through email records via suitable defensible disposition process

2. Employee Productivity

As we have already discussed above, employees spend almost 25 percent of their workday in reading and replying to the received emails. Besides that, an incredible amount of time is spent by employees in searching the correct document.

These are the two factors that collectively drain tremendous amount of productivity in almost every business unit. However, the good thing is that these issues can be effectively solved using the right blend of process improvement & technology.

SharePoint email integration allows your employees to make use of familiar workflows & products

Once your email records move into SharePoint, they get centrally located. This leads to ease in locating, managing and disposing the records as required.

Once your email records are in SharePoint, it becomes possible to automatically classify them like any other document

3. Complete Information Governance

No doubt, productivity & compliance are the two major concerns bearing the potential to save immense amount of time & money for any organization. 

However, it needs to be fully understood that complete information governance encompasses each of the following - 
Business unit

Nothing can cut across all these three lines like email does. Henceforth, effectively practicing information governance cannot be possible without including email. Following is what needs to be done in this regard - 

Make a deep analysis to understand the manner in which SharePoint email integration effectively fits into the larger picture. Also decide early who will be involved.
Suitably address gaps or inconsistencies existing in your process that are yet to be fixed. 

To conclude it can be said that SharePoint email integration definitely makes some sense and organizations must go for it just like they choose to go with dedicated SharePoint hosting considering its numerous benefits. 

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