Clearly a centralized ECM system should contain information that is well filed, with appropriate properties...The organization gets properly filed information that can be managed centrally
” Client: “We keep them in the office file cabinets for years then we send them to offsite storage
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A recent costing exercise based on hiring a temp (at $18 per hour) to manually migrate PST files, and an average mailbox migration time of 3 hours indicated a cost of around $54 per mailbox. Bearing in mind this is just part of the process (the contents of PST files then need to be ingested into the target archive) manual migration costs can reach over $100 per mailbox. . If your organization has a records management filing plan, the longest retention on the plan will certainly not be the requirement for e-mail archives
They wanted the simplicity of their file shares, or their email system
When sending a letter, it is human nature to think twice about photocopying outgoing correspondence and filing it for recordkeeping purposes. Human nature also makes people into narcissit who believe everything they do is of significance and that every e-mail they send needs to be filed, especially when it is as simple as dragging and dropping into an electronic records repository
So how motivated are your ECM users when following a new process, or providing the correct properties about a filed item?
If you choose day forward, you are simply saying that all things from here on go into the digital repository and not the physical file cabinets
As an example, a store front insurance agency in Florida that is impacted by a tropical storm faced with no power or internet connection now uses a generator for power and has back up media that is searchable so the client files can be accessed and claims forms completed for the client
In the cloud, you get 24/7 access to your emails, files, services and user accounts via Outlook Web App or your web-based service management portal, for example
There are additional costs associated with all of this for printing, distribution, management of all these paper files and more