What Is Email Analytics?

E-mail management includes relay offices residing on mainframes, minicomputers, and PC LANs. It needs to connect different systems with official website bridges and switching equipment. E-mail management includes the management of e-mail address books and folders, and filtering of mails received by users to ensure the security of mails and computer systems. E-mail management requires administrators to be in charge of directory management and integrate various technologies, such as scanning, faxing, voice and video mail. Therefore, email administrators must be familiar with various email technologies and proficient in Internet standards and protocols. ^[1]

Email is one of the most widely used services on Intrnet. Tens of millions of people send and receive e-mails worldwide every day. E-mail is not much different in function from ordinary postal mail. They are tools to help people communicate and transfer information. But e-mail differs from ordinary mail in that e-mail is written in a computer and sent over a computer network.

E-mail system can not only transmit a variety of information, low cost, high reliability, not limited by time and place, such as text, pictures, sounds and programs, etc., and it is fast, so it is widely welcomed by users. ^[2]

As early as the 1990s, European and American countries began to discuss the issue of email management. However, due to the different understanding of the status of email files, there has been no uniform standard in the content of email management policies.

In 2004, the National Archives of the United Kingdom developed the "Email Management Policy Development Standards" to guide the needs of organizations in formulating e-mail management policies, filling the gaps in authoritative guidelines for mail management.

The fundamental purpose of formulating an email management policy is to promote effective communication and communication, and to ensure that important evidence-based emails formed during the communication process can be preserved. Explicitly clarifying this purpose in the policy is a starting point for ensuring that employees understand the entire policy And key.

E-mail management policy regulates the use of e-mail. Miscellaneous e-mail information in the mailbox is inseparable from the confusion of e-mail use. To properly manage e-mail, you must first standardize the use of e-mail, and provide advice and guidance on the use of e-mail in policies.

(1) Choose the right time to use email

E-mail communication has many obvious advantages, but this does not mean that e-mail is the best method of communication in all cases. So it is important to consider whether e-mail is the most appropriate and timely means of communication in a particular situation, and if necessary, choose a method that is superior to e-mail. At the same time, in this part of the policy, the main basis for judging whether or not to send email is explained in detail, so that everyone understands when to use email is the most appropriate, and when to use email will be counterproductive.

(2) Misuse of email

Random writing email messages, spamming, etc. are misuse of email. To reduce misuse, we cannot rely on the development of disciplinary procedures alone. The key is to make everyone aware of the misuse and the specific requirements for using email. Policies should articulate all of these things.

(3) Write email correctly

E-mail information content: For confidential information such as trade secrets that are not suitable for transmission by e-mail due to considerations of confidentiality, privacy, etc., although it is not necessary to list them one by one, the type and type of these information should be fully explained. range.

E-mail writing rules: When using e-mail to engage in official business activities, you should recognize that these e-mails may be the only evidence of a business decision, so the communication rules for writing e-mails in the electronic environment and the official business letters in the paper The rule requirements are similar, especially regarding grammar and spelling. Policies should guide the rules or practices people should follow when writing a formal email.

Formulating the title of the email: The policy should encourage people to write a title that complies with the subject or official nature of the email when writing the email. This will not only ensure that the recipients quickly understand the email content and deal with it, but also archive and retrieve the email. Utilization and other activities have an impact. Because whether you use ERMS or manually capture archived messages, the message header is a very important basis. Policy makers should also give some guidance and suggestions on how to develop a suitable email header.

(4) Private use of email

Organizations set up an e-mail system to improve work efficiency. Employees should try to avoid using the official mailbox provided by the organization for private activities. In the mail management policy, it is necessary for the organization to make employees understand that official mail should be used mainly for business purposes, to limit the standard that official mail can be used for private purposes, and to ensure that the privacy of employees is respected. ^[5]