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3 Common Email Management Mistakes

too much mail1 resized 600Email management is one of the most critical tasks in IT. Today, the sheer volume of email messages trumps all other forms of communication, especially in business. Email management is increasingly complex, as well, and today it involves technical aspects, security issues, business concerns, and even compliance challenges. Email management is one of any organization’s most important functions.

Yet, mistakes are made. When that happens, people know about it. Regardless of what other applications might be used in your enterprise, chances are pretty good that email is the one application that unifies everyone. When something isn’t working, the entire company suffers.

Here are some of the most common email management mistakes, and a little bit on how to avoid them:

  1. Seeing Email Management as an IT-only function. The responsibility for making sure that email is functional and secure has, traditionally, fallen squarely in the lap of IT. To some degree, this is necessary; business units aren’t equipped to patch servers or install spam catchers. However, keeping email secure is everyone’s business. Your company’s email compliance policy should have both buy-in from business unit leaders and address data loss concerns. A single user who forwards an email outside of the company that shouldn’t go out is a greater security risk than a server that’s three months out of patch updates.
  2. Getting lax with spam. Spam and phishing are two of the biggest threats to your company’s email security. According to one recent study, spam email accounts for more than 65% of a given corporation’s email. Capturing spam and phishing scams are essential in increasing worker productivity and maintaining email security.
  3. Not addressing key issues when moving email to the cloud. There are some significant concerns that organizations should and must include in their SLAs with cloud email providers. You need to make sure you’re meeting data retention and other regulatory issues, and you need to make sure there is a backup solution in case of a cloud provider outage.

Email management is integral to a company’s health. By addressing these three key issues, you will greatly increase both security and efficiency of your email solutions.

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Unitiv, Inc., is a professional provider of enterprise IT solutions. Unitiv delivers its services from its headquarters in Alpharetta, Georgia, USA, and its regional office in Iselin, New Jersey, USA. Unitiv provides a strategic approach to its service delivery, focusing on three core components: People, Products, and Processes. The People to advise and support customers. The Products to design and build solutions. The Processes to govern and manage post-implementation operations.