>> E-mail lifecycle management as a basis for efficient business processes The right decision for today and tomorrow The Enterprise Content Management (ECM) solutions from ELO Digital Office GmbH provide all the necessary functionalities for comprehensive e-mail lifecycle management (ELM). This includes the facility for simple e-mail archiving through to comprehensive e-mail process management. All e-mails, from creation through to disposal, are processed, archived and managed in coordination with process links and state provisions. You benefit from secure, transparent and compliant business workflows. The central management of e-mails within the ELO ECM Suite reduces company costs and saves resources. Enterprise Content Management I Document Management I Archiving I Workflow I www.elo.com
Solution an additional benefit >> Risk minimisation and competitive advantages as a basis for efficient business processes E-mails are quick, cost-effective and have long since conquered the world of business communications. As a result, the standing of e-mail as a type of business document is not to be underrated in terms of its value to companies. It carries important business information in all business processes. Although the simple archiving of e-mails is in legal requirements, it by no means represents an integral and thus sustainable IT solution for your company. With ELO ECM systems, the e-mail content is incorporated transparently and in a manner that can be traced in the corporate-specific business processes. E-mails can be found at the click of a mouse and their content can be easily traced with respect to the entire process. The result is better and faster decision-making. This, in turn, leads to risks being minimised and competitive advantages. Meet compliance requirements build up gradually and expand for the future The storage of e-mails as business documents is subject to legal requirements. There is a range of legal requirements on the national and international stage relating to e-mail traffic. The provisions have emerged from various efforts and are highly complex. However, one aspect supports all legal requirements equally: It must be possible to archive and, where necessary, find e-mails in their original state, i.e. unmodified. With the standard functionality of the ELO ECM solutions, these legal conditions can be easily and reliably satisfied. Enterprise Content Management
Seamless integration in the leading mail server environment ELO offers highly effective integration for all reputable e-mail systems such as Microsoft Exchange or IBM Lotus Notes. Two approaches for archiving strategies are offered: Manual client-based archiving and automated server-based e-mail archiving. Client-based e-mail archiving With this approach, the user controls when and where he wants to archive an e-mail via his user interface. Folder structures can also be created in the relevant mail system to which the user moves all the e-mails to be archived. ELO transfers these folders in their entirety for filing in the archive. Although this offers a high level of flexibility, there is also a danger that the quality of mail filing could vary greatly from user to user. In addition, client-based archiving does not allow for all business e-mails being recorded. Compliance requirements can therefore only be met under certain circumstances. Server-based e-mail archiving is based on pre-defined rules which the server uses to retrieve e-mails. The server can be configured to automatically archive, after four weeks, all e-mails which have been read and file them in a predefined structure, for example. E-mails can be accessed easily via an ELO archive search or via the relevant e-mail system in use. ELO replaces the e-mails with a link to the e-mail system which can be activated by simply clicking on it. This guarantees that all business-related e-mails are stored securely and centrally on the one hand and that the load on the e-mail system is reduced and kept efficient by exporting e-mails on the other. User Admin Fig.: Client-based e-mail archiving Fig.: Server-based e-mail archiving Document Management I Archiving I Workflow I www.elo.com
Solution an additional benefit >> Process-related archiving Security and compliance through sophisticated organisation concepts as a basis for efficient business processes With the automated, server-based archiving strategy, it is important to avoid archiving irrelevant e-mails, i.e. spam or those containing viruses. Automated filters are definitely useful here. The best filter still remains an actual person. This aspect in particular argues in favour of a time-delayed archiving strategy. When filing e-mails, it is worthwhile having an extended filing mask in which additional attributes can be entered. An example would be a project number or the attribute taxrelated. In this way, tax-related e-mails can be easily separated from other e-mails so that the checker does not need to look at all e-mails. The automated conversion of e-mails to a long-term format such as PDF/A is also useful. This ensures that the e-mail can also be read after several years. Intelligently classified and automated E-mails carry valuable information which is needed for business processes and which is to be made available for other technical applications (ERP, CRM, etc.). In addition to purely archiving e-mails, it is important that the e-mails are assigned to appropriate business processes. Comprehensive e-mail lifecycle management therefore involves classifying and sorting the various incoming e-mails at the start and selecting the right information for further processing from the content. This can be done with the ELO DocXtractor module. Through an intelligent and self-learning process, it makes accessible and classifies document content and thus takes a large volume of work away from the user. ELO DocXtractor also automatically initiates the appropriate processing workflow. Thus, for example, a customer Enterprise Content Management
request or order received by e-mail can be passed directly on to the responsible editor after filing within a predefined workflow. The customer request is processed quickly and customer satisfaction increases. The benefits for you: With the ELO ECM Suite, you can guarantee that in addition to legally-compliant filing, the process-related processing of an e-mail takes place in the relevant business process. The information from the e-mail (order, request, address change, invoice, etc.) is assessed by ELO and transferred to a predefined business process. Employees can clearly and quickly track business transactions. Business-critical information E-mails increasingly contain business-critical information. It should therefore be ensured that this information is accessible both to the business process and to all authorised persons. This is especially important in the event that an employee is ill. One option is to grant access to his/her inbox to a deputy or colleague. However, if you want to protect confidential information from access by unauthorised persons, it is advisable to classify e-mails according to process-relevance and to transfer these to a filing structure intended for this purpose. The ELO ECM systems offer the function of automated inheritance of rights for this. This automatically assigns the necessary configuration of permissions to all e-mails: Either using the document type (e.g. order document) or the filing destination (e.g. a customer file). Furthermore, temporary access rights can be granted via deputy functions. Save cash with electronic invoicing Another example concerns electronic invoicing: When delivering an invoice as an electronic document (e.g. in PDF format), it should be ensured that this is given a qualified digital signature. Only then will it be recognised by the tax office for deduction of VAT. During e-mail classification, ELO identifies electronic signatures, checks them automatically and safely files the electronic signature with the accompanying document. Document Management I Archiving I Workflow I www.elo.com
Solution an additional benefit >> Functionality for convenient working Other basic functionalities: as a basis for efficient business processes Single instance archiving: redundancy-free filing Single instance archiving ensures that attachments with multiple copies are only filed once in the archive. This means that data storage is efficient, the administrative efforts are low and costs are minimised. Integrate PST files seamlessly Existing PST files can be seamlessly integrated in the new archiving procedure. This is an important function if you want to switch to electronic archiving and transfer the legacy database of less secure PST files to a secure archive system. Another advantage is the reduced upgrade and conversion times for a release change from Microsoft Exchange or IBM Lotus Notes. Archived e-mails continue to be accessed directly from the trusted e-mail client. PST-Files Enterprise Content Management
Mobility With the mobile client, ELO offers the opportunity to also retrieve archived e-mails offline. This is a major advantage if you need to access old e-mails whilst on the move but are not online. Benefits of E-mails are archived automatically or manually Improved performance of e-mail server Lower administrative efforts Compliance with legal specifications Scalable and extendable vis-à-vis growing requirements E-Mail volumes under control Storage costs reduced E-mails are easy to find Business process-related archiving Access to archived e-mails via user interface of e-mail systems Offline availability for mobile users Single instance archiving to avoid duplicate archiving Automated detection and validation of digital signatures Intelligent content check Handover to corresponding business process (process control) Document Management I Archiving I Workflow I www.elo.com
>> E-mail lifecycle management as a basis for efficient business processes ELO Digital Office GmbH, Stuttgart/Germany. Reproduction, in part or in whole, only with written permission from ELO Digital Office GmbH. Subject to technical change. Printed in Germany. Item no. A000-EMAIL-EN You can find ELO at: ELO Digital Office GmbH Stuttgart (Germany) www.elo.com info@elo.com ELO Digital Office CH AG Zurich (Switzerland) www.elo.ch info@elo.ch ELO Digital Office AT GmbH Linz (Austria) www.elo.com info-austria@elo.com Enterprise Content Management I Document Management I Archiving I Workflow I www.elo.com