Why Storing Emails Outside Your Inbox is Important for Multiple Reasons

There is no doubt that email is the lifeblood of today’s legal professional. With a variety of legal documents being sent through email every single day, it is no surprise that organizations are looking for better ways to keep and protect this valuable asset. One of the biggest problems legal professionals run into is email retention policies that can require you to lose a precious resource right when you need it most, that is emails pertaining to your legal cases. 

There are a variety of reasons some IT teams impose limits to the number of emails you can keep, and sometimes you just can’t get around these rules. So, how can you find a better way to save and protect your emails so you don’t lose your valuable information when you need it most?

Legal case management software is the solution teams are turning to for archiving emails indefinitely so you can access them at any time. This has helped many organizations who have email retention policies that unfortunately get in the way of the information they desperately need. 

Here are a few reasons why you should consider legal case management software as a better solution to keeping your valuable email assets. 

Four Reasons To Keep Your Emails in a Legal Case Management System

  1. You can access your emails anytime by avoiding data retention policies.  

Emails are one of the most valuable assets in the legal profession, containing invoices, contracts, case information, NDAs, employee details and more. But they are also one of the first document types to be affected by company retention policies and archiving rules. This poses a problem for legal teams who want to refer back to a previous email that they may have received six months ago or longer. If your organization doesn’t have a dedicated legal case management system, it’s likely your older emails are archived after a certain period of time or sometimes even deleted. 

Legal case management software provides a way for saving every single valuable email that you want. Anyone who is looking on a matter can put the email directly into the legal case management software system by making a copy of it, and it is no longer bound by your company’s retention policies. This means you can access emails from months or years ago with just a few clicks. 

  1. You can trust that your emails are always backed up. 

When you are storing your emails within Microsoft Outlook or another provider, you only have one layer of protection if things go wrong. But, if you have legal case management software that synchronizes with your email to archive your important messages and documents, you have an extra layer of security. This extra backup gives many legal professionals the peace of mind that if a fire, flood, theft or any other disaster arises, there is a less likely chance of losing valuable data. By having a third-party provider who is certified in document security and storage, you can rest easy knowing that your data is safe no matter what. 

  1. Find the emails you need quickly and efficiently. 

Most of us can remember a time when we were searching for an old email, but just a few words pull up hundreds of irrelevant emails. With legal case management software, searching through your emails no longer has to be cumbersome and time-consuming. Since legal case management software pulls all your information together in one central system, you have more filters to search for information and you can easily access the specific email you are looking for quickly and efficiently. 

Through advanced search capabilities, you can type in multiple criteria including specific keywords or names to help you find exactly what you are looking for across ALL the electronic emails and files that are stored within your system. You no longer need to spend countless hours searching for that old email or case file from years ago that suddenly became important again. It’s all available at your fingertips, within minutes. 

  1. Search for emails across all consistently-stored records. 

With multiple users working on cases or matters, sometimes information can get duplicated and is difficult to access. Legal case management software eliminates redundant information and data inconsistencies through standard rules and formats that are applied when any email or document is entered into the system. You can also set up permissions to ensure that only the right people have access to emails and attachments. This ensures that information doesn’t get into the wrong hands and provides another layer of protection, which every organization can appreciate. 

Legal case management software also eliminates duplicate records being stored within the system which saves valuable time by ensuring that your search results only pull up the latest information available. 

Keep Your Valuable Emails in a Trusted Place with a Trusted Partner   

Being able to keep and access emails no matter how long ago you received them is essential to for today’s legal professionals where the future is unpredictable. You want to be able to hold onto as many emails as possible since you never know when you might need to reference that important case file from six months ago or five years ago. Legal Files can help solve all your email retention policy challenges by enabling you to archive emails within a single location for easy access and retrieval.  

You no longer need to worry about logging into your computer one day and finding that all the emails from the important case you’ve been working on for years are suddenly gone. With Legal Files, these emails can be archived and accessed with just a few clicks. 

Legal Files Software, Inc. offers 30+ years of experience supporting organizations across numerous types of industries and has a dedicated customer support team in its U.S. headquarters who is dedicated to giving you the personalized support and training that you require.  

Based on our years of experience helping other organizations improve and thrive through legal software, we can help you configure a system that meets your unique needs and grows with you once it is implemented. 

“Since we use Legal Files as a filing system for all legal matters, the seamless integration between Legal Files and Outlook is crucial. Emails and documents can be saved to the appropriate matter within Legal Files directly from the Outlook and Office interface. Emails and documents can then be quickly and easily retrieved at any time. The Outlook and Office integration is huge.”

Paul Reed

Global Excel Management Inc., a Legal Files Client

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