Is Your Email a Liability? Yes, More Than Likely
Email is a strange topic. Supposedly, all adopted collaboration options will result in a decreased email glut. But it’s not happening. I don’t know if it’s because we are so used to communicating via email that we just can’t give it up. I think we would all agree that email can be a pain in the you know what. Did you know that US employees have an average 199 unopened or unread emails at any given time?
Emails can contain not only garbage but also risky content that should be protected or prohibited. Over 90 percent of cybersecurity attacks start with email. Moving email to the cloud? That will be a challenge. Organizations that don’t address the issues of email glut, security, and archiving face serious risk. It’s not their fault. The problem, of course, is how do you find what’s in the content of emails and attachments, and then place that content in the appropriate bucket for disposition?
Content optimization is one approach that effectively provides you with detailed information from emails and attachments on topics you are looking for. You can also specify verbiage in the form of phrases. Using compound term processing and auto-classification to one or more taxonomies simplifies the cleaning up of email.
For example, let’s assume you are trying to identify any data privacy exposures in your emails and attachments. Standard descriptors are provided with the content optimization technology, which means all PII and PHI, for instance, will be identified. But in this example, let’s assume you are trying to find any exposures that have to do with payroll. You can create a rule, in minutes, to instruct the insight engine to find any emails or attachments containing the word ‘payroll.’ The result is that all content that contains the word ‘payroll’ will be returned.
But the technology engine is smart enough to connect the dots. You will also get content about wages, compensation, or staff salary. This eliminates the need to know the correct word in order to receive the results you require. It is a thorough and detailed approach that eliminates errors, but is still controlled by you.
How easy is it to use? Designed for subject-matter experts – the people who really know the content – it is highly interactive, operates in real time, and can be used for classification right out of the box. To understand how it has worked for one of our clients, we invite you to read this case study.
If you are interested in this approach and want to kick the tires, please just request a demo for your team. We also offer proofs of concept, to educate and inform. We hope to hear from you.
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