New Email Management ROI Calculator

Email management is an indispensable part of today’s business processes, yet most organizations fail to take it seriously. To help organizations determine the cost of unmanaged email systems, the Association for Information and Image Management, also known as the Enterprise Content Management Association developed an Email Management ROI Calculator Tool that allows organizations to identify and analyze their current costs, total cost of ownership (TCO), the benefits of managing email more efficiently, and effective return on investment (ROI) of an email management solution. AIIM’s Email Management ROI Calculator is available for $125 and is free to AIIM Professional Members.

Today, the cost of an unmanaged email system can weigh heavily on an organization especially during litigation. The Email Management ROI Calculator consists of three tabs. The first tab asks for information that can be used to analyze the current costs of email to the organization today. The second identifies and quantifies the costs of implementing an effective email management solution, including procurement costs and costs to operate the solution over a three-year period. The third identifies the benefits to be realized from the email management solution as compared to the existing costs from tab 1 and applies the costs and benefits in order to determine an ROI figure.

“As the ‘carrier’ of choice for high volumes and a variety of business documentation, email has important legal and compliance implications,” states AIIM President, John Mancini. “When organizations implement email archiving applications, and increased security measures, they also need policies and guidelines for their email users.  This new tool will help organization make better decisions as a result of being able to gather a broader picture of how they are currently handling the security of their emails.”

Benefits of an email management solution:

• Better managed email will make it easier to find relevant messages in context and provide faster, more accurate responses.
• Better decision making as a result of being able to gather a broader picture from email efficiently.
• Reduced risk of inadvertent disclosure of sensitive information, such as intellectual property or confidential information.
• Reduced risk of litigation and discovery. This is largely outside the control of the organization, but if opposing counsel is made aware of the effectiveness of the email management program it may result in settlement prior to litigation.
• Reduced risk of not being in compliance with applicable regulatory requirements – or more importantly, improved ability to demonstrate compliance with those requirements.

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