New Requirements For Knowledge Management: E-Mail Management

With enterprises Promotion of information technology The popularity of e-mail has become indispensable in the production and operation of enterprises.
A survey of the number of employees sending and receiving E-mail daily shows that 75.5% of the people who send and receive mail are required to work. The frequency of sending and receiving e-mail basically accounts for the majority of the number of hours they receive. 37.4% of the 2-10 transceivers received, 19.4% received 10-100, and 2 chose 100 more per day.

　　 enterprise Compared with face-to-face communication, e-mail communication has the following advantages:
Free from geographical restrictions. You don't need to know where the other party is communicating with him.
Not limited by time. Because e-mail communication is asynchronous, you do not need to consider whether the other person is convenient to send mail to him now. The recipient will choose a convenient time to receive letters or reply.
The contents of the exchange can be kept. E-mail communication in enterprises generally has legal effect, and the information obtained from mail is much more reliable than language communication.
　　 E-mail There are various forms of content. E-mail can entrainment various forms of attachments. If words can't clear things up, you can also take pictures, sounds, videos or other file data as supplements.
Avoid face to face embarrassment. In most cases, e-mail communication is more direct than face-to-face communication.
Communication costs are low. Compared with telephony, fax, courier and other means of delivery, the cost of e-mail is negligible.
Its disadvantages are also obvious:
Because e-mail is asynchronous communication, compared with face-to-face communication, the sender can not get feedback in time. Sometimes one or two sentences can be asked clearly. Mail trips may take 4 or 5 round-trip.
Improper use leads to low efficiency. A typical example is to use e-mail as a chat tool. The one or two sentence is to send an email.
The amount of information available is relatively small. Because e-mail is too cheap, the transmission of information is easy to be abused. Plus e-mail provides copy, group function, the effective content of the recipient is easily drowned in the vast ocean of information.
Mail management relies on personal and client tools. Since the mail server is only responsible for the distribution of e-mail, the remaining management is totally dependent on the personal and client tools after the mail distribution is completed. Because e-mail contains important information of enterprise operation, some electronic management is also regarded as an important part of knowledge management. The mail collection and archiving function provided by DocCare solves this problem. The user only needs to send or copy the mail that he thinks is valuable to the DocCare specified address, and DocCare automatically receives and saves it in the specified directory. Users can manage and search e-mail as a document. Mail attachments can also be separated as separate files for management and search.