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AbilitySuiteŽ - Email Content Management & Archiving
Features and Benefits
Thank you for choosing to find out more about the AbilitySuiteŽ for Email Content Management & Archiving (ECM&A). We encourage you to download an evaluation copy of the software to satisfy yourself that it is easy to install, configure and maintain.
In the mean time, please find below a list of key features and benefits as well as a more detailed overview of the rich feature set the AbilitySuiteŽ ECM&A provides. Please feel free to also take a look at some screen shots to give you an idea of the clean and well designed user interface of the application.
Note that there are three levels of functionality, which you can license and install individually or in any combination to address specific challenges you may be facing in your company or to offer new functionality to support your business processes.
The AbilitySuiteŽ also comes with a software development kit (SDK) that supports 'ShowMe' links and which can be integrated into other Notes applications. ShowMe links are able to execute very powerful, single-click searches, which draw on the fully integrated AbilitySuiteŽ Central Search PortalTM, to instantly return all emails (and potentially other documents) that match a given set of search criteria.
This makes it extremely easy for users to instantly retrieve, say, all messages relating to a specific project, claim number, production batch etc. while the system ensures that each user's search results are based on what they are authorized to see.
The classification of email messages along with the secure sharing of email content turns your email system in to an amazingly powerful knowledge base and allows the organisation to truly benefit from the wealth of content that already exists in email messages within your messaging environment.
You will find that the AbilitySuiteŽ ECM&A to be a well architected, real alternative for all those organizations, who are finding that other offerings are too 'big' in terms of their technology footprint, too complex to deploy and maintain and simply far too expensive.
Key Points
- Great flexibility with three levels of functionality that can be deployed to meet specific business 'pains' (see below).
- 100% designed for and built on Lotus technology, i.e. no dlls or third party database licenses or client access licenses (CALs) required etc.
- Runs on all operating systems Lotus Domino / Notes supports.
- Easy to install and maintain.
- User based pricing, making the software affordable for small and large organizations.
- The Level 1 "Flight Recorder" captures a safe copy of every inbound, outbound and internal email message and archives it in the AbilitySuiteŽ MailStoreTM for compliance purposes - regardless of whether users have deleted their original.
- Level 2 for "Mailbox Management" allows for automatic, rules based stubbing and archiving of messages to significantly reduce mail file sizes.
- Optimizes Domino messaging server performance due to reduced mail file volumes.
- Optimizes backup system performance by backing-up mail files, which are now much smaller as well as 'closed' AbilitySuiteŽ archives.
- Level 3 for "Email Knowledge Management" provides for unique association of email correspondence and your specific business processes through meta data classification of emails using your own unique 'corporate taxonomy' and business terminology.
- The ability to expand the readership and access to archived messages allows for secure sharing of email messages and valuable content with individuals or groups for enhanced collaboration.
- Significant productivity gains can be realized as users are able to search and restore messages they are permitted to access without the need for IT staff to restore emails from backup tapes etc.
- Centrally managed email signatures, including support of multiple signatures for individuals who need to represent multiple organizations, divisions or brands using a single email account.
- Out-of-the-box integration with Tivoli Storage Manager and other hierarchical storage management solutions.
Overview: AbilitySuiteŽ for Email Content Management & Archiving
The AbilitySuiteŽ for Email Content Management & Archiving (ECM&A) is 100% based on and designed for Lotus Notes.
The sofware supports completely integrated and automatic capturing of all email messages as well as rules based archiving and stubbing of messages for mailbox management.
Functionality can be enabled on demand and applied to all or some users or groups, as and when required.
At the top end, AbilitySuiteŽ ECM&A provides a fully configurable way to prompt users to tag or classify "high-value" emails as they are being sent or received. In doing so users are now able to meaningfully associate emails with the context or business processes in which they are being written.
For example, it is easily possible to tag an email as being relevant to one (or more) projects, sales opportunities, production batches, customers, geographies etc. etc. Depending on how your organization is structured it is therefore now possible for users to associate such 'high-value' emails with the business processes they relate to.
The AbilitySuiteŽ also comes with a Software Development Kit (SDK) that allows for easy integration to other Lotus Notes applications. In this way, it is possible to extend the classification mechanism and the use of a common set of meta data to classify content and documents in other applications.
The SDK also allows for 'ShowMe' links to be integrated into other Notes applications so that these are able to execute very powerful, single-click searches that will produce all emails (and potentially other documents) based on a given set of criteria.
Using the fully integrated and again 100% Notes based AbilitySuiteŽ Central Search PortalTM its now easy for users to instantly retrieve, say, all messages relating to a specific project, claim number, production batch etc. while the system ensures that each user's search results are based on what they are authorized to see.
This approach turns your email system in to an amazingly powerful knowledge base and allows the organisation to truly benefit from the wealth of content that already exists in email messages within your messaging environment.
Flexible functionality to meet specific business 'pains'
Level 1: ‘Flight Recorder’
This level of functionality provides organizations wanting to address requirements in the area of compliance and corporate governance with immediate answers. The ‘Flight Recorder’ ensures that the organisation owns a ‘safe copy’ of every inbound, outbound and internal email message. Duplicate messages are automatically reduced to a single instance in the AbilitySuiteŽ MailStoreTM archive. Having a copy of all email messages – even those users may have deleted from their mail files – puts the company into a position where it can respond to any Legal Discovery requests or comply with industry regulations etc.
Level 2: Rules Based Archiving for Mailbox Management
This level of functionality supports the automatic archiving and ‘stubbing’ of email messages from user mail files with the objective of significantly reducing the size of such mail files. Smaller mail files reduce the load on Domino messaging servers significantly, which optimizes their performance. Stubbed emails in the user’s mail file appear exactly like the original message, however, the actual content – including any attachments – now resides in the AbilitySuiteŽ archive. Opening a stubbed message instantly launches the archived message from the AbilitySuiteŽ archive providing the user with continued, direct access to their messages. It is also easy to archive historical emails in user mail files and/or personal archives created using the standard Lotus Notes archiving functionality. Once messages have been stubbed, mail files will be significantly smaller, which in turn means that backups of mail files on the primary Domino messaging server(s) will be able to be completed in less time while the archives, once clossed and rolled-over, only need to be backed-up once and can then be excluded from the nightly backup routine. This significantly improves the performance of backup systems.
Level 3: Email Knowledge Management
This level of functionality offers a unique set of features to empower organizations to capitalize on the wealth of content in email messages and attachments through advanced meta data classification and optional expansion of access to selected ‘high-value’ email messages by internal members of the client organisation. Users can be automatically prompted to classify emails using the organization’s own unique corporate taxonomy at the time of sending and/or receiving email messages. Using message profiles it is possible to extend the authorized readership beyond the default (i.e. sender and recipient(s)) to for example the ‘Management Team’ or the ‘Customer Services Team’ to allow other members of such groups to securely retrieve messages from the AbilitySuiteŽ archive, even if they were not included in the original communication. This approach turns a company’s email system into a powerful knowledge base that can be made available to the entire user population. This approach provides significant operational efficiencies as users will be able to locate relevant content themselves by carrying out a search using the fully integrated AbilitySuiteŽ Central Search PortalTM.
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