E-mails
- With the increasing applications of digital systems over the world, most of the businesses conducted today are backed by computer systems in some sort or the other. E-mails (short for electronic mail) is one of the most widely used communication channels among people in business and professionals working for various companies. E-mail allows the sender of the mail to attach media files (Like pictures, videos, and other formats of documents) along with the text body of the message they want to send. Also, it allows the receiver to reply back to the sender using the same chain of mail, which can be viewed by just clicking on the conversation. The E-mail also allows the user to segregate the mails according to priority. Gmail (an e-mail service provided by Google) allows the user to mark a mail as “important,” which enables the user to access relevant e-mails quickly. Companies may offer their mail ID to their employees with login credentials, for receiving and forwarding company mails.
- E-mail today is one of the most widely used communication medium among business people and professionals alike. E-mails are a quicker way of sending data over a network, which can be private or public. E-mails allow the user to segregate their messages based on their priority, and the user can mark them for quick lookup. A company might provide their own mail ID to the user for sending and receiving mails over company network. The work mail can differ significantly from mail service offered by a private company but provides the same primary function. The mail archiving system of e-mail can be cloud-based or local and depends mostly on the mail service provider. The E-mail also provides metadata for a user to identify attachments with the mail body, and hence saves a lot of time by shortening the search process. For an employer, e-mail provides a quick lookup for the task assigned to individual employees and help them monitor data distribution.
- E-mails today are one of the essential parts of information governance (IG) as it is used mostly by people all over the world. E-mails are a necessary medium of communication today and offer the option of file attachment along with the body of the message. The sender can choose to send audio, video, image, or any other file format along with the message to the receiver. The receiver can then archive the mail (as per wish) for quick lookup. Some of the advantages of e-mail archiving are that it can be sued for auditing and maintain records (mostly in case of a business transaction or a company task assigned). The archiving system nowadays works mainly through the use of cloud technology, which is safe and secure. For an employer or a company head, e-mails can provide a quick lookup of information flow to various departments, and can act as evidence of a task order given to an employee.