Is it possible to manage emails? I’ve been trying to figure that out for over a decade. Not sure you’ll find the perfect answer here, but read on – it’s getting interesting.
For years I was in IT with the daunting responsibility of trying to manage mailbox sizes (among other things). Ten, twelve or fourteen gigabyte mailbox sizes were becoming the norm. Try as we might, convincing people to ‘let go’ of their emails, their electronic paper trail, so important to their job…..well, let’s just say it was a losing battle. Sound familiar?
Let’s be honest: given the opportunity, wouldn’t we all love to file away all our precious emails into our own personal filing system in Outlook? Mailbox size be damned! I confess that, yes, I would.
But I’m here to say that I’m not only hopeful, but I’m in love. Yes, you heard me right. Thanks to the smart folks at Autonomy and Open Text, they have provided just that opportunity. So here’s the scenario (stay with me, this is worth it):
- you could synchronize your personal Outlook filing system with your Document Management system?
- you keep your emails in Outlook, using that folder system that you’re so fond of? but also, simultaneously have your emails filed into DM?
- you could have your assistant set it up for you? (ok, not all of us have an assistant, but wouldn’t it be great if we did?)
- you could keep your IT folks happy (tall order, I know) by creating clean-up rules to automatically delete e-mails that have been synchronized to DM from personal Outlook mailboxes?