See how Ideagen Mail Manager gives regulated firms a complete, auditable email record inside Microsoft 365, without moving data off their own infrastructure.
Email governance and audit trail for regulated industries
Records management frameworks usually cover documents and stop at email. When an auditor asks to see every message relating to a decision, the answer depends on whose inbox it was in and whether they still work there.
Ideagen Mail Manager brings email inside the governance framework, filed to the project or matter in SharePoint Online with a complete audit trail of what was sent, by whom and when.
Email inside the records management framework
Correspondence is filed to a controlled repository in the organization's own Microsoft 365 environment, so it can be searched, retrieved and evidenced in the same way as any other record.
The audit trail supports ISO 9001, ISO 19650, GDPR, FCA and SRA obligations. Ideagen does not host or touch the data, so it stays on the organization's infrastructure throughout.
Email left outside the records management framework
Document control is governed and auditable, while email is left to individual judgment even though it holds the decisions and approvals.
Filing correspondence to the project or matter brings it under the same governance as everything else. Ideagen Mail Manager captures the message and its attachments as the record is created, not retrospectively when someone asks for it.
An audit trail that cannot be demonstrated
Firms relying on Outlook search cannot show an auditor the level of records management that ISO 9001 expects, because there is no way to prove the record is complete.
Every filed message carries a full trail of sender, recipients and date, retrievable from a single search however old the project. That turns audit readiness from an exercise in hope into something the organization can evidence on request.
Data requests that span every mailbox
GDPR requires personal data in email to be secured, retrievable and deletable on request, which is close to impossible across fragmented personal inboxes.
Centralized filing means a subject access or deletion request can be actioned against a controlled repository rather than a search of every mailbox in the business. Retention is applied consistently instead of being left to individuals.
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 bring email into your governance framework?
