Frequently Asked
Questions eWord Development's 'Document
Classifier’ is versatile Office document classifying or
indexing tool
with a range of powerful features to improve productivity and accuracy.
Why would I classify my emails ? Classification provides guides for search queries to improve the
accuracy of search results.
By applying this principal to emails consistently
with other documents searches can be conducted consistently across emails as
well as other document forms.
Which emails should I classify ? Any email which is important to your business probably should be
retained for future references.
There may be legislated requirements on your organisation to retain records for legal or compliance purposes.
Refer to your Records Management
representatives for further details about the specific requirements in your
organisation.
What classification schema
should I use ? Typically the classification schema or business activity
classification schema (BACS) would be carefully designed to suit your
organisation's organisation's specific business and records management
requirements.
OfficeDM for Outlook can accommodate literally any classification schema.
What is MSG file format ? The MSG file format is a compound document format that is specific to
emails. MSG file format accommodates the text and email attachments in a single file
structure.
Outlook and a number of other email clients can save and open MSG file formats directly.
Why use MSG format to save my
emails ? eWord Development’s strategy is to move emails out of Exchange,
personal and off-line message stores and into a file system where other
Microsoft office documents are stored. Using a common store for
these documents simplifies search and retrieval activities.
The MSG file format accommodates the email text as well as attachments so
preserving the email's document management integrity.
Where is the email stored ? OfficeDM will automatically save the email in a folder that relates
to the classification schema. The actual location is irrelevant as the search
tool also uses the same classification based user interface, so the user doesn’t
actually need to know where the file is actually stored.
This approach ensures that indiscriminate saving of documents
is minimised.
Why not leave the email in
Outlook ? There are several reasons :
- Your email inbox is not generally accessible by others, so access to the key
email may be unnecessarily restricted.
- Inbox quotas can encourage users to
delete key emails even if they are key to the business.
- While Outlook's auto-archive feature will migrate emails into PST,
these files can quickly become large and unwieldy.
- Should
the PST file become corrupted their entire contents may become inaccessible.
- PST files are unsupported over LAN or WAN links - Refer Microsoft Help article
# 297019
Personal folder files (.pst files) are unsupported over
a local area network (LAN) or wide area network (WAN) link. The .pst files
are not meant to be a long-term, continuous-use method of storing messages
in an enterprise environment.
Why save the email in the
file system ? Using a common store for relevant emails co-located with other
corporate documents significantly simplifies search and retrieval processes.
Once in the file system, conventional backup strategies can also be applied.
How does the search tool work ? The search tool scans documents embedded metadata and text looking
for matches with your search criteria.
Documents (including saved emails) are listed on a results screen, where
embedded metadata for each result can be selectively viewed.
The matching documents can be launched directly from the results screen.
In environments where Microsoft's Index Services is
available, OfficeDM actually searches the index and not the documents directly,
speeding the search process and reducing load on the storage repository.
How do I install OfficeDM
for Outlook ? OfficeDM for Outlook is deployed with an installer which deploys and configures
the necessary components.
For large scale deployments, OfficeDM for Outlook can be
installed via conventional package deployment tools.
How much does OfficeDM for
Outlook cost ? OfficeDM for Outlook is available in convenient
licence packs, or as a site licenses.
Note that customisation may be required to suit your organisation's
classification schema which will incur an additional fee
OfficeDM for Outlook