Using Worldox to Archive Email

Many attorneys have Outlook email In Boxes that can contain 10,000 emails or even more. More often than not, these are completely unsorted, and not even a rudimentary client structure of folders is available. In essence, these attorneys are using email as a substitute for a document management system: at least they know that everything is there, even if they can never find anything (ever try using Outlook search?).

Worldox offers a relatively easy solution. Create a “client” called “email” and then a “matter” for each attorney. Then create “doc types” called, e.g., 2008email, 2009email, 2010email, etc. You can go back as far as necessary.

Then sort the email inbox by date and batch move all the emails for a given year to the “doc type” for that year. Leave only, for example the last year or two of emails in the Outlook In Box.

Since the emails are all full text indexed, the emails for a given attorney, and/or a given year can be searched for any text in them, who they are addressed to, who they are from, etc.  For example: all the emails for Atty Smith in the year 2008 addressed to Jones and containing the word “spoliation.”

As an additional benefit, this will make your IT people happy.

Comments

[David Thompson]

When emails go to Worldox, is there a way to restrict a search to the "from" or "cc" fields, or to the email body or subject line?

[Katrina]

Does this delete from the email system and move it to Worldox?

[telemarketing lists]

We actively use Worldox to archive. Outlook emails and have all of our document creation, use and distribution run through Worldox.