Most firms discover the value of a complete correspondence record at the moment they cannot produce one. See how Ideagen Mail Manager builds a defensible email record inside Microsoft 365, from inside Outlook.
Email dispute readiness for defensible correspondence records
When a dispute reaches legal action, the correspondence that decides it is usually sitting in personal inboxes. Teams cannot produce a complete record quickly, and the messages that prove what was agreed are the hardest ones to find.
Ideagen Mail Manager files every message to SharePoint Online from inside Outlook, filed to the project or matter rather than the person. Correspondence stays retrievable in seconds, years after the project closes, so legal and compliance teams can produce a defensible record on demand.
Defensible email records inside Microsoft 365
Ideagen Mail Manager connects Outlook, SharePoint, Teams and OneDrive, so project and matter correspondence is captured in the organization's own Microsoft 365 environment rather than in individual mailboxes.
Machine learning suggests the filing location as messages are sent and received, so the record builds without depending on individual discipline. Advanced search then retrieves any filed email in seconds, however old the project.
No complete correspondence record when a dispute arises
When a client disputes what was agreed, the evidence sits unfiled across individual mailboxes with no single record to produce.
Ideagen Mail Manager captures correspondence to the project or matter as it is sent and received, so the full thread can be produced on demand rather than reconstructed from memory. Every filed message carries a complete audit trail of what was sent, by whom and when.
E-discovery that consumes weeks of IT resource
Courts and regulators can require production of all relevant correspondence, and searching unmanaged inboxes is slow, expensive and rarely complete.
A single search across filed correspondence returns any project or matter email in seconds, however old. E-discovery becomes a search rather than an IT project, and the organization can demonstrate that the record produced is the complete one.
Regulatory obligations that require retrievable correspondence
FCA conduct rules, SRA requirements and GDPR all expect client correspondence to be retained, secured and retrievable on request.
Centralized filing gives regulated firms a controlled repository they can search, retrieve from and evidence to an auditor. Data stays on the organization's own Microsoft 365 infrastructure throughout, because Ideagen does not host or touch customer email.
Filing outside SharePoint?
If your team files project email to a file server, network drive, ProjectWise or Procore rather than SharePoint Online, Ideagen Mail Manager handles those destinations directly. See how it fits your setup.
Ready to produce any email on demand?
