IT Management Slideshow:
E-mail Management Lags

• Survey demographics
  1,109 AIIM members interviewed
  • 28 % from organizations with over 5,000 employees
  • 29 % from organizations with 500 to 5,000 employees
  • 34 % from organizations with 10 to 500 employees
• Problems with E-mail
  Top problems cited with using e-mail as a business tool:
  • "sheer overload"
  • "finding and recovering past e-mails"
  • "keeping track of actions"
• Time Sink
  Respondents took an average of 1.5 hours per day to process e-mails. Approximately 2/3 process work-related e-mails out of the office and 23 % do so after hours.
• Unsure About Recordkeeping
  Over 50 % of those interviewed are "not confident" or "slightly confident" that important business e-mails are recorded, complete and retrievable.
• Archiving Remains a Mystery
  About 64 % of respondents don’t think their organization knows the difference between easily-retrievable and searchable archive and more thorough back-up processes.
• Outlook Archiving Lax
  Approximately 45 % of those interviewed stated their organizations have no policy on Outlook Archive settings and 44 % of organizations fail to put archive.pst files in a networked and backed-up location
• Deletion Issues
  Only 16 % of organizations have retention policies that would justify deleted e-mails, while 23 % of respondents think they would have gaps from deleted e-mails
• Management Practices
  • 19 % of organizations capture important e-mails in an e-mail management or enterprise content management system
  • 18 % print and file important e-mails
  • 45 % put important e-mails in non-shared personal Outlook folders
• Legal Discovery
  • 1/3 of organizations have no policy to deal with legal discovery and 1/4 would take over a month to produce e-mail documents
  • 40 % of respondents believe their organizations would have to search back-up tapes for e-mail during discovery
• E-mail Management Plans
  • 10 % of those interviewed have completed an enterprise-wide e-mail management initiative
  • 20 % are in the process of rolling out such a project
  • 29 % are planning a project in the next two years
  • 17 % have no plans for a project