In a Smartbiz article, Brian Murphy discusses the five most common email-management mistakes that businesses are making today:
- Believing it is feasible to run your business without some form of email-management system.
- Destroying email by auto purges or mailbox caps. This contravenes record-keeping policies and obligations across many legal compliance and business risk-management fronts.
- Using backups as an archive. The problem with this approach is that un-indexed email records are difficult and expensive to search, especially when the request for such records is typically mission- or business-risk-critical.
- Assuming that existing document-management systems are an acceptable technology to handle email archiving. The volume and indexing challenges for email archiving across an enterprise are substantially different from standard document-management challenges.
- Implementing an email retention policy that was optimized for paper. Email is not paper. The classification processes used for paper simply don't work with email because:
- The sheer volume of email exchanged makes it impractical to classify everything;
- Everyone uses email;
- The administration of email isn't easily delegated, and
- There's an almost infinite number of possible classification criteria, making it impractical for end users to classify all of their messages.