Automate Your Company’s Email Policy

Every company has guidelines for proper email use by the employees.  A company’s email policy can be  dictated by industry regulations or by general internal policy rules.  The challenge that companies faces is how to know if the employees are following these guidelines.

How do you monitor your company’s email communication? Whether it is an internal company email or an email sent to someone outside the organization, any one of these emails can become a major embarrassment or cause of legal action.

Intradyn’s email archiving solution provides tools to automate and enforce your company’s email policy. There are three main parts of implementing email policy:

1. First, monitor the emails.
2. Second, take corrective action if an email is found not to be following email guidelines.
3. Third, document the actions taken by the company.

Intradyn’s email archiver can be deployed on virtual machines, physical hardware and through a cloud solution. These solutions have the tools to implement you company’s email policy.

HR or any other concerned department can create search criteria that define the company’s email policy and save it on the Intradyn appliance. The email archiver will then automatically search all new email at regular intervals and identify any emails that match the defined search criteria. The appliance will automatically send an email when emails matching the defined criteria are found; additionally the solution can also tag the found emails for easy reference in the future and if necessary the application of a legal hold. The administrator can view the emails and decide if any action is required. Comments can also be written and added to any email  to document any corrective action that was taken.

The schedule search, tagging and commenting are very powerful tools for implementing and automating email policy and guidelines.  This feature, along with many others, was developed and refined using feedback provided by  our customers.  For more information on how Intradyn’s email archiving solutions can help your company, sign up for a free trial today.

Azam Qureshi

Azam is the president, chief technology officer and co-founder of Intradyn. He oversees global sales and marketing, new business development and is responsible for leading all aspects of the company’s product vision and technology department.