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Mail Manager in Arris Contracting
The Challenge
Arris Contracting Company Inc., (ACCI), provides premium quality Construction Management and General Contracting services in Hudson Valley New York and its surrounding areas. ACCI has built a reputation for providing high quality expert planning, superb scheduling and efficient cost control.
Construction and contracting projects require a high focus on quality assurance to earn the positive reputation ACCI has developed with clients since 1987. ACCI continually seeks to improve standards as increased efficiency and productivity directly impacts the bottom line for each project, and the competitive cost for the customer.
ACCI identified e-mail management and archiving as an area where they wanted to improve efficiency and was well aware of the complexities involved with managing email within their firm. They pinpointed these areas:
- With teams consisting of contractors, field managers and clients working in a fast paced environment, staff needed to share project related messages and required the ability to find them quickly when needed.
- From an audit and legal perspective, construction firms are exposed if they can't locate critical communications. This can become a cumbersome task that is not always prioritized with demanding schedules. As a result, the process of filing messages needed to be made a simple and natural part of sending and receiving email.
- User's inboxes were growing, partly due to large attachments, and there was a risk that staff would delete business critical messages to keep within their storage limits.
- Finding e-mails was a hassle and the effort required solely for e-discovery was costing significant time and money.
The Solution
In order to address these email management concerns, ACCI chose Mail Manager:
"Mail Manager is very straightforward and easy to understand. The ease of adoption within the firm and the associated benefits were immediate. Considering our concerns around email management, the tool is very valuable at a minimal cost."
Barbara Peña, Director of Administration at ACCI
Mail Manager solved all the identified issues ACCI had with e-mail management as well as offering additional features that further enhanced the efficiency of the company.
- Teams are now able to easily share e-mails and attachments through a shared filing system where all members can store and access project-related correspondence anytime.
- The task of archiving e-mails daily has now disappeared. Messages are filed as they are processed and are deleted from user inboxes, simultaneously. With e-mails consistently being filed throughout the day, inbox storage limitations are no longer an issue.
- Mail Manager's search functions include a broad range of options and deliver the requested information within seconds - far exceeding prior capabilities and eliminating hours of e-discovery time for both day-to-day needs and legal requirements.
- Future e-discovery will be greatly simplified as all data relating to a project will be on one standard back-up set and there will be no need to pick through individual's archived email accounts to find legally critical messages.
For a company as committed to quality assurance as ACCI, Mail Manager is the ideal solution because it treats e-mails with the same care and attention afforded to all pertinent business documentation.
The Results
Since implementing Mail Manager, ACCI has realized the following quantifiable results:
- Effectively cut almost 70 man hours per month searching for emails.
- Avoided thousands of dollars in costs associated with purchasing additional disk space for their email server.
Mail Manager is an all software-based, Outlook plug-in that allows users to properly file, share and quickly search for emails. Implementing Mail Manager did not require any dedicated servers or additional hardware. Mail Manager utilizes standard MS Office file formats, which was an important component for auditing and legal needs.
