Emails are one of the main channels of communication in organizations today, carrying information of strategic importance – from contracts to employee data. Unfortunately, in many companies, the management of this data is chaotic and manual, which generates the risk of legal and security violations. In the era of RODO, KRI and internal compliance policies, it is necessary to implement a systematic, automated approach. With help comes GIMMAL, a solution that enables comprehensive and secure management of email records in Microsoft 365 environments and beyond.
Key findings
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Emails are not just messages – many of them are official documents that require archiving and control.
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Manual sorting and filing generate errors, costs and the risk of regulatory violations.
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GIMMAL enables automatic detection, classification and management of e-mails as records.
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The system supports end-to-end monitoring, which means full visibility and auditability of the data lifecycle.
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Automated message management enhances IT cyber security and improves regulatory compliance.
Table of contents
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Why managing emails as records matters
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Major problems in the traditional approach
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How email management works in GIMMAL
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What the organization gains from automation
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Example of GIMMAL implementation
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Frequently Asked Questions (FAQ)
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Summary
Why managing emails as records matters
Emails today represent a huge portion of organizational data – and the most sensitive. According to estimates, up to 10% of a company’s e-mails may qualify as a formal document. Neglecting to store them properly can result in serious consequences – from fines to reputational damage. Implementing email record management policies is not only a matter of order, but also a requirement for legal compliance. GIMMAL allows you to implement automated message classification processes and maintain control over what becomes an official record.
Major problems in the traditional approach
Traditional email record management often relies on the end user – he or she decides what to save and where. Such a model has a high risk of error, oversights and lack of uniformity. This often results in data silos, redundant duplication of files, and difficulties in conducting audits. In the case of legal proceedings or audits, manually retrieving messages can be time-consuming and costly. With end-to-end monitoring, GIMMAL provides full visibility, automation and consistency across the organization.
How email management works in GIMMAL
The GIMMAL system automates the detection of emails that contain data that meets the criteria written in the organization’s policies. Automated classification allows the appropriate metadata to be assigned and placed in repositories that comply with applicable regulations. Emails are then subjected to retention rules that determine how long they should be kept and when they can be safely deleted. All activities are auditable, allowing for full compliance checks. For IT and compliance teams, this is a huge time saver and risks eliminated at the records management stage.
What the organization gains from automation
Implementing the GIMMAL solution brings immediate benefits: reduced risk, greater transparency and increased operational efficiency. Automation eliminates the need to manually archive emails, significantly easing the burden on employees. Integrated retention policies protect against accidental deletion or incompatible data storage. At the same time, the organization meets regulatory requirements without manual intervention. With GIMMAL and its IT cybersecurity approach, companies can operate in compliance without excessive operational expenses.
Example of GIMMAL implementation
A GIMMAL-based e-mail record management system was implemented in a public administration organization. The goal was to organize a large number of correspondence containing sensitive data and formal documents. By centralizing storage and automatically assigning rules, the organization gained full control over the life cycle of e-mails. After 6 months, the number of inquiries to the IT department was reduced by 40%, and the time needed to prepare data for audits was reduced threefold. What’s more, message archiving was automated in a way that complied with current legislation.
Frequently Asked Questions (FAQ)
Does GIMMAL work with Microsoft 365?
Yes, GIMMAL is fully compatible with Microsoft 365 and can be easily integrated with SharePoint, Exchange and Teams.
Does the end user have to select the records themselves?
No – the system automatically identifies and assigns records according to company policy, easing the burden on employees.
Does GIMMAL support auditing and reporting?
Yes – all activities are recorded for review, reporting and documentation of compliance.
What are the main benefits of implementing GIMMAL?
Improved compliance, reduced risk of penalties, time savings and greater data transparency within the organization.
Summary
Management of email records cannot be a coincidence – it must be automated, secure and in accordance with the organization’s policies. GIMMAL is a modern tool that provides a simple way to control the circulation of electronic data. The implementation of such a solution is not only a formal matter, but first of all a real support for IT, compliance and management departments. With IT cyber security and end-to-end monitoring, organizations gain a competitive advantage and peace of mind in the face of changing regulations.
