0:03 : Johnny Hadlock : Friends of Nagara happy Thursday and welcome to today's sponsor solutions series presentation. Outlook is not a records repository. Rethinking email records management in government. Today's presentation is being offered by Nagara contributor sponsor Collego. I'm Johnny Hadlock, the Executive Director of Nagara.
0:23 : Johnny Hadlock : And on behalf of our board of directors, we are delighted to welcome all of you to today's presentation. Now before we get started, there's just two brief housekeeping items and announcements to go over. First, today's presentation, like all of Nagara's presentations is being recorded. And the recording as well as our presenters PowerPoint.
0:43 : Johnny Hadlock : And a number of handouts that they will have available to you, will be available on the Nagara website by tomorrow morning. We'll send you an email when that content is ready for you. And second, while we will have a dedicated question and answer session at the end of today's presentation, we invite you as the presentation goes along.
1:04 : Johnny Hadlock : And a question pops up to enter that question into the chat box, so everyone take a look at the bottom right hand side of Webex, look for the little chat bubble. This is where everyone's telling us where they're joining us from today. Enter your questions there. We will try to get to them as we go through the presentation, and if we don't, we will get to them at the end during that question and answer session.
1:26 : Johnny Hadlock : I'd also like to acknowledge and thank here at the outset of this presentation for the support of Nigar's twenty twenty six corporate sponsors whose company logos are shown here on the screen. Without their invaluable support, it would be really difficult for Nagara to achieve our very ambitious mission. So, my encourage.
1:45 : Johnny Hadlock : To all of you is when you have a few minutes of time, visit the Nagara website and check out the company profile pages that we have created for each of our sponsors, learn about the products and services that they offer you to make your work easier and give them some of your support if you can. Thanks to our corporate sponsors this year. And also while you're at the Nagara we.
2:05 : Johnny Hadlock : Website, take a look at Nagara dot org slash events. There you're gonna see the lineup of all the great things we have coming down the pike. Two weeks from today, Nagar will be hosting another webinar collaborative appraisal in the design practice, developing visual workflows and standards for model archiving, and then later in July, right before the annual conference, another spon.
2:26 : Johnny Hadlock : Series presentation by Rico document scanners entitled Engineering Intelligent Records, AI enabled document Capture for governance compliance, and scale. Again, nigar dot org slash events. Also, next month is Nagara's largest in person signature.
2:46 : Johnny Hadlock : Event of the year, the annual conference. While the conference is sold out next month, sorry to report, though it's a delightful thing to have as a problem, there are still spaces available in our five pre conference workshop offerings and you don't need to be a full conference attendee in order to join one of those in person pre conference offerings. So.
3:07 : Johnny Hadlock : If you'd like to learn about what's on offer, you can visit that long URL at the bottom of the page there or find it more simply just by going to nagara dot org slash annual conference, and we would love to see you in person at a pre conference workshop next month, next month. That does it by way of housekeeping items and anno.
3:28 : Johnny Hadlock : So now I'm going to introduce our webinar presenter company to you as well as our presenters, the human versions. Today, our presentation is being sponsored and offered by a contributor sponsor collego. And Lego offers an easy to use solution for compliant email records management.
3:49 : Johnny Hadlock : Colego email manager for Microsoft three sixty five helps federal state and local agencies meet records retention and compliance requirements while reducing risk. Users quickly file email records to SharePoint directly from Outlook improving governance without disrupting daily work. And with more than.
4:08 : Johnny Hadlock : Twenty five years of experience, Colico has supported over five thousand customers worldwide, including many public sector organizations.
4:19 : Johnny Hadlock : They are a member of the aim board of directors and aim leadership council, aim being one of Nagara's align affiliate partners, and Arma industry partner and as I've mentioned a few times now, a proud Nagara contributor sponsor. They are truly committed to advancing government records and archives professionals, and we thank them for.
4:40 : Johnny Hadlock : And presenting on behalf of Kaligo today, we're pleased to welcome Tim Brady and Roland Redicap. Tim is the CEO of Kaligo, which I as I mentioned, is the leading provider of email management software solutions that enhance information governance compliance, and productivity. Roland is a pre sales engineer at.
5:00 : Johnny Hadlock : Go, serving as the technical lead who works closely with customers to translate business needs into effective technical solutions. He's also known as the SharePoint guide. Roland and Tim, we are delighted to have you as our presenter today and the rest of the hour is yours, my friends, you may now take it away.
5:21 : Tim Brady : Excellent. Thanks, Johnny. I'll just share my screen here.
5:35 : Tim Brady : Excellent. So hopefully you can see the screen here. So the title of our webinar today is Outlook is not a records repository Rethink an email, records management in government. And we're excited to be here. We we had a great experience last year at the conference and over the years with Mcarra and we look forward to.
5:54 : Tim Brady : Hopefully giving you some good takeaways from this webinar today. As Johnny mentioned, so I'm Tim, I'm our CEO here at Cligo and with me today is Roland Radicup, our pre sales or solution engineer at Cliga. So who is Kalego? So if you've never heard of Cligo, I'm gonna give you a bit of a background. We'll provider, we're a provider, as Johnny said, of a leading email management.
6:15 : Tim Brady : Solution or email records management solution that helps drive compliance and governance that your organization, but also saving folks time and increasing their productivity, whether it's on the actual filing of these email records or going back and retrieving them later. And so we really try and meet the, the organization's top level goals while also supporting and.
6:35 : Tim Brady : Making the end user's life better as well. The simple way to think of this is we are the email connector, right? That bridge between Outlook and your SharePoint, making it easy to pipe those email records out of Outlook and into your repository and hopefully that's SharePoint and capturing them with metadata and working with retention and all these wonderful things.
6:56 : Tim Brady : Cligo has been supporting and and is trusted by clients around the world. We have worked with over five thousand organizations over twenty five year history. You know, a few of the more recent municipalities that we've worked with are listed here on the slide, but we also partner with Carosoft to great industry partner for us, and we will actually be at naga.
7:17 : Tim Brady : Next month, the conference in Philadelphia there and so we welcome the chance to meet everyone who's here today at the conference as well if you're attending. And, and then lastly, we are SOC two compliant, which is very important in today's, in today's world and it's something we're quite proud of along with being a Microsoft preferred partner.
7:37 : Tim Brady : As well. So in just for those who are able to stick it out until the end of the webinar, we do have a free value add offering, which we'll share at the end as well. So stay tuned.
7:50 : Tim Brady : Great, and so how I'm gonna start so Outlook is not a repository, right? This is something that's a mantra here at Clego and many folks agree with us when we're at conferences that we we get a lot of people who come up to us and say, you know, a look it's not a records repository that's what I'm touting at my organization. And, and standing on the the soapbox and showed in right and and it couldn't be more true. It is not where records should.
8:11 : Tim Brady : Should be stored and it's not where email records should be stored and you know, it's not your fault, your organization I'm workers leave emails in outlook. The tools or the lack thereof tools historically have made this quite painful as you can probably relate to, you know, people spending two to three minutes per email, to file it and tag it and work with retention and all it's like nobody wants to do that nor has time.
8:31 : Tim Brady : And today's world. Legacy archiving solutions or even just dragging and dropping from looking to SharePoint just doesn't work, it doesn't get properly tagged or not metadata. It's, it's not compliant in our view and and it creates a lot of compliance gaps and content silos within your organization, which is the last thing you want. So you're right to be suspicious that.
8:52 : Tim Brady : Your organization may not be capturing all email records properly, and you, in fact, you might be more than suspicious, you might have conviction around this, but most organizations can't prove compliance around email. So imagine a world where every critical email or email record is stored tagged labeled, and with proper retention and is audit or legal ready, even automatically.
9:12 : Tim Brady : Captured to SharePoint without anyone really changing how they work, right? And that's all being able to be done from Outlook. And so the only way to try to truly achieve this compliant email records management is by capturing and tagging the emails into a repository that cannot be left in Outlook, but at the same time you want records management and reps records captured to be invisible so.
9:33 : Tim Brady : So there's a, there's minimal to no end user effort, right? You don't want people having to think about which retention schedule do I apply or going to look it up in an Excel sheet, they just shouldn't have to do that, right? There should be automatic and, and to easy. And so if you're worried this means a big IT project with massive change management, don't be you know as we'll get into later on, you know, we try and make this easy to deploy.
9:53 : Tim Brady : In minutes and it's, you know, bolted on or an add on to your existing Microsoft solution and infrastructure and where your team already works. Better yet you already have SharePoint, right? And this massive storage repository, so usually it's a matter of either choosing to use that as your system of record or up leveling how you already use it to work better and make it support your email.
10:14 : Tim Brady : Records management or broader records management needs. And so if you remember one thing today walking away from this webinar, it's this, right? Outlook is not a records repository and there are solutions and ways out there too, to help you.
10:27 : Tim Brady : And why is this an issue? Well, in our experience eighty percent of records come in via email, right? Some stats, other stats out there, five of every six emails coming into the or records coming into the organization comes in via email. And so if this is left untained I mean that mountain just continues to grow if email records that are not properly filed to where they should be in SharePoint, and.
10:47 : Tim Brady : The prob problem just keeps snowballing. So we think it's really important that organizations get a handle on this and always go back to when I do talk sometimes at conferences. The first question I usually ask is who here has an email management problem or email records management problem, and almost every hand goes up. This is an age old problem that many have been trying to get a grapple on for years and.
11:08 : Tim Brady : You know, there is a better way and we'll, we'll spend a lot of time on that today.
11:14 : Tim Brady : So some of the real time trends we're seeing, what's really changed the last six months or what's gained momentum in the last six months, there's you know this over reliance on Outlook as a repository. We it's amazing the organizations we go into and obviously if you're not a forum last night we were chatting and they were just leaving email records in outlook, right? And.
11:33 : Tim Brady : It's just, you know, for the reasons on the prior slide, it's just not a good place to do it, but we continue to see that as a big problem. We also are seeing improper and non compliant retention and disposition. Many incorrectly think that if you put a general blanket deletion policy or retention policy on, on Outlook alone, that that's enough and.
11:54 : Tim Brady : To check the compliance box and that's not true. Think of like any financial or accounting document needs to be kept for seven years, but you have a two year retention policy on the email sitting in your outlook. It just doesn't align, right? But it's not dynamic, it doesn't suit individual emails, anyone can go and delete anything out of Outlook at any time. And so really for many reasons, it's just not.
12:14 : Tim Brady : We see a lot of improper and non compliant retention disposition. The other side of that coin is we are also seeing more organizations wake up to this and say, hey, we're putting in an email retention and deletion policy, you know, whether it's two years, three years or even as tight as six months, we see all different, policies and, and procedures there, but they're then.
12:34 : Tim Brady : Saying, ok, great, and we're gonna equip users and people in our organization with a tool to get the things that should be kept out of Outlook into that repository and into SharePoint, so that these things aren't lost and aren't deleted by that retention deletion policy, and that's what we see currently is the most effective method. We also see super painful foi.
12:55 : Tim Brady : Or FOYA requests and e discovery process, subpoenas, things like that. We're working with a, well, two recent examples, one with a securities regulator and Australia and and it's massively disruptive to them. They received the catalyst for beginning to work with us as they received a subpoena or legal request and, and it took their whole team.
13:15 : Tim Brady : Out of, day to day operations for, for weeks at a time trying to find the documents they needed to track down. Similarly, another financial regulator at North America that we worked with, you know, they, the call is for them is they spent two months, their team, their information team, their governance team, records team, legal tied up trying to find these documents they needed for a.
13:36 : Tim Brady : Extensive FOI request, right? And so, hugely costly massly disruptive that seems to be growing and picking up, momentum as a trend, right? And, and that shouldn't be the case. We can, we can certainly help with that. So.
13:52 : Tim Brady : And what we're hearing and and these are from recent conversations with clients and prospective clients and I thought, you know, many in the audience would be able to relate to, to these comments. So one we we heard recently was email management is a city wide problem, right? We have no consistent process, no consistent tooling. I'm sure many in the audience today can.
14:12 : Tim Brady : To that email deletion policy is in place but no solution to move email records that need to be kept, very common, very high volume of email records creating pressure on a broken process. We have a heavy email dependency, right? So, I'm sure again many are many are can relate to these comments here. Who we are often seeing.
14:32 : Tim Brady : And these aren't quotes but across recent conversations just connecting the dots, records management programs are in infancy stacious, some stages, so maybe you've started to go down the road of structuring SharePoint or you just moved to SharePoint and are beginning to look at a, a proper governance on the SharePoint side, maybe you've started to work with Purview or evaluating if Purview or other.
14:53 : Tim Brady : Similar life cycle management solution can, can help you. But these are only slightly built out, right? And they're still pretty immature in their life cycle. We see change management fears of implementing new deletion policies. Yeah, totally understand cause in the past that's been something you've had to worry about, but you know, we're pretty confident with today's tooling and the right.
15:13 : Tim Brady : And things like that. These can be overcome and the other side of it is yes, folks might be afraid of it, but and and it might cause upper, but this is required in today's environment, right? It's such a more risk prone and regulated environment that, that, you know, that you gotta, We gotta put these policies and procedures in place and then work on the change management aspects.
15:34 : Tim Brady : Of things. There's also a lot of turnover issues like what to do with employee and contractor information, good discussion again as recently as last night when everyone, when people leave an organization, what do you do to archive all that, those things that maybe records, those emails? What do you, where do you store them, right? And all things that, we can certainly relate, which is why they come up or.
15:54 : Tim Brady : Help with, which is why they come up in recent conversations, right? Another thing we commonly hear is many think it's a massive overhaul or lift and shift to get on the right path here. That's just not true, you know, if you're already working with SharePoint or designated that as your system of record, then it's really just configuring that last mile, that last twenty percent to make it work for you properly.
16:15 : Tim Brady : As your email, document management system, right? And your records management system. You know, how many here I think, how many here would love it if users from the organization could find emails quicker, not tie people up in requests for hours and days, weeks on end. It'd be a great reality, right? And so, we think, we think there.
16:35 : Tim Brady : There's a lot of potential here for many that are on the, the call.
16:41 : Tim Brady : And so there is a better path forward, right? As I keep kind of pointing to that these don't have to be these massive obstacles that are, that are impossible to overcome. You know, what we really want is to go from volume of emails is enormous, most aren't being saved. No, we're not being compliant, but it's hard to do into a world where it's, you know, yes, we have well tagged properly retained information.
17:01 : Tim Brady : We can find things when they're needed because of metadata and tags and things like that, and we want to get to that reality where, where it can be not just on the, are we capturing things but also we can then go and find those records when we need them as well. And that's there is the better path forward to get there. You know, again, it was out of record.
17:21 : Tim Brady : Management form even as recent as last night and they described this exactly, right? What if it was made automatic so users didn't have to do it or think about it or, you know, think about the right retention. Policy or label for this, right? And, and that can all be automated with the right, solution and the right structure. So it's really about just seeing the vision of bringing SharePoint into outlook.
17:42 : Tim Brady : Right rather than adding another app that IT has to manage, it's how do we make save people time doing what they should be doing and then make these emails more findable, these email records, the attachments, maybe the case two when they're needed and you know, in some examples we've been able to turn these clients around from we're struggling with email records management to now we're filing over one.
18:02 : Tim Brady : Million emails per year, eighty percent adoption because it's just easy to use. It's simple, and this can be deployed in months, not years, right? And simple training, and change management process that we can handle for you, no disruption to the business. So let's chat about how we can get on that better path forward and i'll pass it over to Roland.
18:23 : Roland : Okay, thanks. Okay, so let's let's consider the benefits of a proper email management solution. Alright, so first of all, a proper solution will implement life cycle management on your emails just as you do on regular documents. You know, emails just because they're difficult, just because they're unwieldy, that doesn't make them exempt from.
18:44 : Roland : Your compliance and your government governance requirements. Alright, a proper solution will also save you time and money, and this applies not just to the filing side, but also on the retrieval side searching for the information that you've stored. So a proper solution to ensure that you can find just as easily as you.
19:04 : Roland : You save your emails. All right, another benefit is that we're going to reduce that security and information risk. All right, we all know that mailboxes are a very significant target by hackers and guess what? Like if your email is removed from the mailbox and safely in SharePoint with a retention policy and all the protection, it.
19:25 : Roland : It can't therefore be downloaded from your mailbox through some malicious process or some link that you click on. So a proper email solution also creates that culture in your environment where your users will embrace the compliance policies and the regulations rather than actively or possibly dodging them because it's.
19:45 : Roland : Easy and not hard. And of course there's overall benefits is that we will also build a deduplicate your records, you're saving just one email in SharePoint regardless of how many copies were distributed in the organization, and all that rocked rock is for redundant, obsolete and trivial, all that rot email will go a.
20:06 : Roland : Through your enforced deletion policies on your mailbox. I really like this illustration on this slide that shows your rock failed rock filled mailbox on the left, and there's the records in there are represented by diamonds, but only the peer records, the keepers are graduated to SharePoint on the right where they're retained with the proper policy.
20:26 : Roland : And shared appropriately. All right, next slide. So how do we go from a problem to a problem solved? Well, you do need a tool. All right, specifically, you'll need an email management solution that users can easily interact with right where they're working, which is in Outlook itself. The solution will create a couple bridges.
20:47 : Roland : Between your mailbox and SharePoint. There's the narrow bridge or the narrow path for selecting individual emails and file them sort of ad hoc or as you need it, and also the wider path where you can file larger volumes of email, for example, the entire outlook folders. So a good solution will not have a high.
21:07 : Roland : Change management barriers. It's gonna be a simple and intuitive and doesn't require a lot of new infrastructure. You don't have to have a new set of permissions to work with the user's existing profile and give them access to all their SharePoint sites and SharePoint teams where they already have access to today. So not another layer of access.
21:28 : Roland : And of course we can remove the email attachments from the email and file them on their own if required, and everything becomes searchable across the entire SharePoint tenant using the excellent Microsoft search index, which enables searches on both the content and also on the metadata. And lastly, smart automation.
21:48 : Roland : Will take care of those repetitive and those menial tests that are often barriers such as automatic filing and also automatic tagging of the emails.
21:59 : Roland : Next slide, ok, so where to start? So I'm going to show you a solution that fulfills all these requirements by first I'm gonna speak to the logical order of solving your email problem. You know, this problem has been in place for decades, and so one of the mental barriers that some managers are IT teams raise is what about all.
22:19 : Roland : The old emails? So they are sometimes under the impression that they need to clean up all the old emails first and then start thinking about the go forward solution. Well, we consider that to be not the right way to go, so let me use a simple emergency room illustration. So, you know, if there's an emergency, you know, a paramedic arise on the scene.
22:40 : Roland : Their first order of business is to save the life. All right? Stop the bleeding, open the airway, restart that heart, get CPR going, and all the other issues, even if there's broken legs are broken, whatever, even though they're critical, those can wait. All right, so first things first. So for your email problem, you can immediately stop the b.
23:01 : Roland : By following your current emails and all the ongoing emails.
23:06 : Roland : And then you can always catch up on the old emails after the fact, after you've got a good system in place and good user adoption going. And so once you've stopped the problem from growing, you can then tackle the old emails at whatever pace makes sense. And you can use our automated tools for that, and we suggest that you prioritize your content that you've archived.
23:26 : Roland : To, you know, what are the most, things that should go first? For example, maybe the most recently completed projects as well as key emails such as contracts or other key records. And then you can cast that net wider to capture more records that are maybe less critical. Alright, and so now we'll get into a little.
23:47 : Roland : So I'll get my screen share going.
23:58 : Roland : Alright, great.
24:01 : Roland : And I'm gonna turn off my camera.
24:04 : Roland : There we go. All right, so for this demo, my persona is I'm going to be a person that's in the procurement office of an organization and in this role I handle some contract negotiations, but I'm also on a number of functional teams in my organization as well. And I was told I should move this.
24:25 : Roland : Button at the top here over so it doesn't get annoy. Alright, so one of the teams that I'm on is I'm managing a year end document cleanup, and in this function I received tons of emails like maybe a dozen a day and these requests and suggestions have to be followed up on and they are considered.
24:45 : Roland : To be records and they need to be tracked, so if I go into my little project folder here and I go into this document set, which represents these, and I'm gonna actually get them blow that up to a larger screen. There we go again. I give you a bigger screen. All right, so I'm filing all my emails which are, you know, very high volume.
25:05 : Roland : In here, and, you know, because these are records I need to be tracked so they're all in here to be tracked and I I can kind of process these, I can say, you know, assign them to people that look after and I've got little buttons here to kind of track what's being completed. And so let me switch over to Outlook now, and so I'll show you the.
25:26 : Roland : Folder, which I'm using. I'm gonna move this over here. Okay, there we go. So here's my year end folder cleanup. So as I said, there's tons of emails that come in here every day, and so I I don't really have the luxury to kind of filing these individually I just really need to get them all into SharePoint quickly. So how can we do that? Well, the way.
25:46 : Roland : We do that is we use Cligo and we launch what's called auto file. All right, and I won't go through the whole process, but in Cligo you just go into a module called auto file here and you walk through a simple wizard to connect your outlook folders to locations in SharePoint. And so once I've got that set up, I could easily work.
26:07 : Roland : In my inbox or I could set up rules to get content into that right folder there. So if I'm reading an email here, I say, Oh, this is one of the ones that need to go into the year, year and cleanup folder, I'm gonna drop it there. I'm gonna go look at it, you can see, I scroll to the top, there's the one I just dropped in now. You see all these other ones have a little tag on them that says uplo.
26:27 : Roland : Lego. So these are the ones that Cligo has automatically found in here and copied over to SharePoint and then marked it here as done. Alright, so that's obviously a very big time saver, and filing is really not much more than just putting things into an Outlook folder. Alright, so another part of my.
26:48 : Roland : Job is I'm dealing with various contracts. All right I'm gonna go to back to SharePoint.
26:57 : Roland : And I go to my project documents so I have a, the contract that I'm working on right now is to, find a company that can.
27:06 : Roland : Take care of cleaning up tree limbs and things like that after a storm alright so very important thing I, of course we gotta a parks and recreation department that can do this, but after a storm we need extra help, so we need to contract some landscape companies to come in and help us out. Alright, and so if I, if I go in here, I just create.
27:27 : Roland : Folder earlier today, go in there, you can see it's completely empty, and so I'm going to now go back to my Outlook and show you how I would kind of ad hoc file things. And so here I've received my first quote from a company and I need to, this is going to be a record that I need to monitor, so I'm gonna put this into SharePoint, and so I.
27:47 : Roland : Just launched Cligo.
27:50 : Roland : And as part of my setting up in my folder, I created a pin location here, which is the represents that particular document set. And because this has an attachment there I'm going to separate the attachment and go ahead and file it in that location. And yeah, I'm gonna select both the email and the attachment, and notice here you can rename.
28:10 : Roland : If you need to. And if if need be, I could add additional metadata if required. A lot of this metadata is just automatically filled in. All right. I continue here and that's now over in SharePoint. All right I'm gonna go over to SharePoint to prove it's there and let's let's hit refresh here. All right, so.
28:31 : Roland : The email's there and in just a moment you will also see the attachment and that's being processed right now, and there we go. And so it's it's in there. You see all the metadatas there, the subject of the email, the sender, it's when it's been received and so I maybe reviewing this and let me just refresh one more time. There we go.
28:51 : Roland : And say, ok, I need to get back to the.
28:55 : Roland : Vendor that suggested it, so I'm gonna complete this task here, and I'm gonna go back to my Outlook and reply.
29:04 : Roland : Alright, let me.
29:06 : Roland : Actually close click on this case, and I'm just gonna hit reply.
29:11 : Roland : All right, and let me just blow that up to be a little bit larger for you.
29:17 : Roland : Alright, and so I'm saying, great, but ten percent off would be great.
29:29 : Roland : To contract.
29:31 : Roland : Finalization.
29:34 : Roland : Today alright so I'm gonna send my request back. Now because I'm negotiating, this is also record, so I'm gonna hit send Clio has this option, not every customer wants this, but if you do want it, we can actually pop up a little reminder to the user to actually file it. All right, so I'm gonna say, send and file. So that.
29:54 : Roland : Take care of two things. That's going to file it to the, to SharePoint and also send it out. Now Clego's intelligent enough to realize that this is a response to an email I previously filed. So we have an option up here called quick send and all I have to do is click on yes, and that email will now be filed and sent, and now it's gone. And so now I'm going to be waiting for.
30:14 : Roland : My response from the vendor and let's see here. Oh, look, they're so fast.
30:23 : Roland : There we go. Here's a response. All right, they said they have updated the quote as requested. Here's my new quote. That's fantastic, so I do need to put this into SharePoint. And again, because this is a, just part of a threaded conversation, I'm gonna use the quick file, which is just remembers where I filed things and I'm just gonna click on yes, and now that email.
30:43 : Roland : Is safely in SharePoint. So fantastic. So that doesn't really that I would say if anything that saves me time because if I need to track things in a SharePoint site and keep those records and here we are in SharePoint or everything is there safe and sound, the receive dates are all updated and I can use.
31:04 : Roland : Metadata here to kind of track what's done, so I'm gonna say mark everything here as completed and we're all good.
31:11 : Roland : Alright, now finally, one of the, I'm gonna go back to my project documents here. So one of the reasons why a lot of our customers are filing things into SharePoint is because they want to take advantage of AI. All right, and I have the ability to kind of ask quick questions on whatever scope I want. So you can set up an AI agent.
31:31 : Roland : Copilot agent, specifically on, you know, particular libraries or even as narrow as a folder or even a single document. All right, so in this case here I have a AI that the scope is the entire project site. And so I can ask a quick question. So part of my job is to look after my SharePoint site.
31:52 : Roland : And so I've I heard, I saw an email at one time saying that there was a change coming for page templates and I know that it's somewhere in here I have it, so I'm just gonna ask that question quickly and that co pilot kind of read through all my emails and all my attachments and get me the answer on that. And of course.
32:12 : Roland : One of the, one of the things that has been recently changed with copilot is that it can also read the metadata, so if I referenced things like the, the vendor or the status of the document in my question or in my prompt, copilot will also be able to use that to kind of filter and find the relevant information. And you can see here it came back a very, very good.
32:33 : Roland : Context, it tells me that rollout timeline, you know, kind of gives me more information like what does this mean to me and, you know, a quick check. So it's really doing like an amazing job of kind of helping me get my job done, and I didn't have to go search for those emails and pull them all together if I found them all for me, and of course there'll be links in here.
32:53 : Roland : To the source documents if you want to go check them further. All right, with that, I think I'm at the end of my demo. So I turn it back to you Tim.
33:02 : Tim Brady : Excellent. Thank you Roland.
33:11 : Tim Brady : Great, so one thing I wanted to share today was a recent success story with a large municipal government and kind of walk you through what, you know, what they, what they did, the challenges they faced and how they overcame them and hopes that it helps you think about your own situation. So the customer overview at large, large city municipal.
33:31 : Tim Brady : Government of a large city, delivering hundreds of services to close to half a million residents. They migrated from SharePoint on premise to SharePoint online. Actually originally they were on livelink and then they moved to SharePoint on premise in twenty thirteen, and used that as their.
33:51 : Tim Brady : Their electronic document record management system or EDRMS up until about twenty twenty and then they migrated to SharePoint online just around the start of the, the pandemic. And so for working with us, they began working with our, our old solution in twenty seventeen, and then they moved to our Collego Cloud or M three sixty five version in about twenty twenty.
34:12 : Tim Brady : So they've been on this for, I guess six years now and and so that's a bit of the overview here. Some of the challenges they faced prior to working with us, they had critical city information in emails, pension forms, disability claims, information they needed for FOI requests, risk management claims, things like that.
34:33 : Tim Brady : And there were multiple city departments that needed to do capture their email and attachments as records to SharePoint online with metadata while staying in Outlook, and for them it wasn't just about a better way to file these emails, that's great. They can do what they needed to do, but they also wanted to be able to retrieve these and find them later, and that's where the metadata piece became so important, right? Metadata.
34:53 : Tim Brady : And, and metadata for those less familiarized data about data or like tags on documents, as you saw in Roland's demo and that can really help you find things, right? Find me all documents that were received all email files received between X and Y date, you can really filter down in SharePoint and narrow the results of what your, what you're looking for. Maybe who is the sender.
35:13 : Tim Brady : Recipient on this, this email that you're trying to track down. And so for them, that was, that was vital. Obviously, you know, we'll spend less time on this today, but if you're looking at using copilot and things like that in the future, that metadata becomes even more critical, right? It's the fuel for AI, IE copilot to work and be able to find information as Olin just showed in the end of the.
35:34 : Tim Brady : Demo there as well. And so the solution and realized benefits for, for this municipality, so they, they utilized our Cligo email manager solution for three sixty five, which allowed users to file emails right from within Outlook to SharePoint. They installed this in minutes, right? They were up and running in a matter.
35:54 : Tim Brady : Minutes, users were able to adjust to the modern interface with very little training was something they cited and they were worried about change management as many are. They over, they were able to overcome this once people saw how quickly they could file and how quickly others were filing emails, right? Taking that from two to three minutes or more.
36:15 : Tim Brady : In a lot of cases down to, seconds, even one second if you're using autofile, and then find them on the other side, right? Find me this, this legal document, this legal email from, you know, X years ago, right? And that can actually go find that in SharePoint, find the needle in the haystack. So, just a few examples here that city clerks office use uses for floyer requests.
36:36 : Tim Brady : And, and they submit the requests file emails from the requester and anything that goes on by city staff. They want to do this because it saves time and captures the original documents that you the email and creates full file. It creates a full file that captures everything necessary and all the team members have access to that because it's in SharePoint if the permissions allow, then it's highly.
36:56 : Tim Brady : Collaborative as well. The records clerks are using it for filing emails. They love using legal because the files are often too large to print and then go file. So for them it's the ease of use, the capturing, the original quality and context of the documents and the emails, they file everything they are on even if they're just on CC, and, and send it to the the right spot.
37:16 : Tim Brady : In SharePoint alright from within Outlook. The risk management team was also using it to file risk management claims to SharePoint or are using it to file risk management claims to SharePoint, they're getting emails all day long. Their job is to respond to clients and this is helping them deal with that. Their intake electronically as increased due to Covid. They're filing.
37:36 : Tim Brady : Policies claims, inspections all come into Outlook or into email mailboxes and it makes it easier with Clio to do all of that from within outlook, right? They don't have to go learn a new app. They can operate this within their Outlook. They've now saved over fifty thousand emails using Cligo to show up point online, so, you know, quite a significant number.
37:58 : Tim Brady : You know, an additional comment that they gave here about the the the solution and the benefits is that even given the rapid change, the team has experienced over the last few years, user adoption of Cligo has been extremely high and they've had very few, if any issues. And this particular client actually uses another third party records management.
38:19 : Tim Brady : Solution to manage the life cycle of the document once they're in SharePoint, right? So we bring them into SharePoint with some retention tag or policy applied to it, and it's deemed a record automatically as we bring it over, and then they use one of our, our close partners.
38:33 : Tim Brady : To actually manage the life cycle of that once it's in SharePoint and.
38:38 : Tim Brady : Which is great. And so that's some of the benefits they saw one other thing that was off or was cited by the the client here is how, you know, it not just it's not just about the adoption of clegal and getting people filing emails, it's it's we're driving SharePoint adoption, we're using SharePoint more, we invested heavily in the Microsoft three sixty five ecosystem and, and.
38:58 : Tim Brady : And so this is driving our adoption in usage of SharePoint as well, which is how they really got IT and made the business case here quite strong for their internal team as well and approvals and things like that. So the time savings, you know, continuing on the benefits what were the time savings that they achieved by department? So the risk management team estimated they save thirty minutes per.
39:19 : Tim Brady : Per day per user from not having to switch back and forth between Outlook and SharePoint. They can just do it all from within Outlook now. The team again just quickly and easily files policies, claims, inspections within Outlook using legal email manager. And that's a welcome improvement given the volume of electronic risk management claims they deal with. The HR team cited.
39:39 : Tim Brady : Time savings for reducing app switching and filing right from within it looked very employee files, the work health and safety group reduced the amount of disability claims they need to scan. They now can file certain claim elements provided in a look to share point in seconds, and the city clerk's office say they love using Cligo and that collaboration has also improved, which is amazing.
40:00 : Tim Brady : To hear. I mean when we started adding up these time savings across the organization I mean even if we just count their early stage mark of fifty thousand emails filed that equates to over forty thousand dollars in time savings just from the filing side, and then another forty thousand or so from the reduced time spent searching and retrieving this information, and that's before we consider the time saving.
40:21 : Tim Brady : You know compliance, legal, penalties or fines that could occur from not being able to not being able to show compliance and not being able to find necessary information when, when we need it. If you're curious on how this would work in your organization, we luckily.
40:41 : Tim Brady : Have a great ROI calculator on our website so please feel free to scan the QR code and you can go ahead and, you know, type in how many users knowledge workers are in your info in your organization into that and how many emails people receive on average and and so you can calculate some of the dollar savings you might be able to drive in your organization, as.
41:02 : Tim Brady : So fun exercise to go through and of course a if you'd like to work with us on that and really build out a business case where we're more than happy to work with you on that as well. And.
41:15 : Tim Brady : Just a couple of key slides here, I think now that we finished a great example there, a great success story tips were effective email management, right? So, I would say drive awareness, there's a better way, let people know that they don't have to manually do this and update the metadata and punch in the tags, all that's just way too time consuming. Let people know there is a better way to do this, be thoughtful about email deletion.
41:35 : Tim Brady : Policies. We'd say it's a risk conversation, so don't necessarily you know say we're just gonna delete all emails after thirty days, right? If you haven't thought about the other parts of that, how do you take emails out of Outlook and share those two or publish those sync those save those two share point first, then you're gonna cause a lot of problems.
41:54 : Tim Brady : It's easy and even fun. You can make this fun for staff to file. One of my favorite examples is a municipality, another municipality we work with.
42:05 : Tim Brady : They offer, they have like a filing day every month for the admins and team and they ordered pizza network and files of emails files on behalf of other folks that are emails. So it can be really fun, use metadata. Again, it's not just for today, but also for the future AI readiness, things like that.
42:23 : Tim Brady : The decision, you know, retention labels versus policies you have, you know, one of those decisions you should make is do we want users to apply labels? Great, but they're trade offs to that. They have to think they have to go look it up etc. You can set defaults. Maybe work with policies if you're worried about that, right? Where it can be automatically applied as you save an email to that location and SharePoint. So just one of those things.
42:43 : Tim Brady : Just to think about to put some thought in. And then declare SharePoint the system of record and build a culture of compliance and governance. I mean, you know, first step here of any of this is SharePoint is that storage location for records we're seeing that basically everywhere right now it's it's probably becoming the most popular, platform in today's world for saving email.
43:04 : Tim Brady : Records or just all records within most of the organizations we work with. So build a culture of compliance and governance around that, right? And super important and it feels like the environment just continues to get more, you know, there's more risk out there. You know, we're more highly regulated and, so there's some good steps you can take some low hanging fruit in here.
43:25 : Tim Brady : Two key takeaways to set at the beginning, if you remember one thing, right? Outlook is not a records repository and that there is a better way, so just to, hash that, bring that drive that home. The second is there's, there's solutions, right? And so bridge the gap between Outlook and SharePoint, in order to do this so that people actually do it and do what they should be doing, it needs to be easy.
43:45 : Tim Brady : It needs to be automated, you know, cloud based because we want a modern solution, you don't want to install legacy tech especially in today's world. You want something secure and you want something compliant and just say these are kind of two key takeaways, things to think about as you look at potential solutions or you think about solving the challenges.
44:05 : Tim Brady : You have within your organization there.
44:10 : Tim Brady : And with that, I, I did mention a free value add at the end here. So.
44:15 : Tim Brady : Please feel free to reach out to us at the email below info at legal dot com or I'll drop a link to the calendar in the chat shortly here, book your free workshop or demo if you'd prefer, but workshop offering where we can just say, you know, spend a bit of time how much, you know, understand your current environment, biggest challenges you're dealing with around email records management or.
44:36 : Tim Brady : SharePoint for email records management and and you can have access to our experts, we can work with you and we can even have your team up in filing emails by the end of the week, right? So, please, feel free to reach out to us again at info at Lego dot com or i'll drop a calendar link in the, the chat at the end here and with that.
44:57 : Tim Brady : Maybe we open the floor to questions there Johnny. Yeah.
45:00 : Johnny Hadlock : Once it's over to you as attendees. If you've got a question, go ahead and type that there into the chat box. Sarah I believe you're here also from Cligo. Were you going to moderate or read these out or how would you like to do that?
45:14 : Johnny Hadlock : I've already seen a lot of good questions here and some answers.
45:17 : Sarah Gayda : Not and and I know Tim has been able to answer some in the chat, but I think some are probably worth.
45:23 : Sarah Gayda : Putting to you again Tim, for everybody, and the first one is related to.
45:28 : Sarah Gayda : Metadata, so it was and I thought this was a good one is the metadata predetermined or does the user establish it? So maybe Roland or Tim, you could take that.
45:42 : Tim Brady : So, so high level answer, it's automatic. Cleo can automatically extract that metadata. The last thing we want and what we're trying to solve for is having to have users or workers go there and punch in email metadata tags as they file the this email, right? So that can be totally suppressed, automated. Of course, there's nuances to that. So if you.
46:03 : Tim Brady : Situations where you have custom fields that need to be typed in, we work with that, right? So, just a general principle, it can be automated, take the user out of it, but if you have special requirements around custom metadata mandatory metadata fields, we can enforce all of that. And so we really work with the SharePoint environment where you're saving that email.
46:23 : Tim Brady : To And we we integrate with that to support that. So, lots more to unpack there, but that's the, the general sense of it. So.
46:35 : Sarah Gayda : Okay, great Tim, maybe you could talk to Jessica's question around general routine correspondence and emails that come through daily that are not part of a project and do not involve decisions, can those be deleted once they are no longer needed? My understanding is that these types of emails are considered transitory and can be deleted after.
46:55 : Sarah Gayda : After they're immediate business value is passed. Is that correct?
47:00 : Tim Brady : Yeah, so so great question, but transitory records, right? So, or transitory information. So.
47:07 : Tim Brady : Two ways to approach this. One would be, you're you are correct, right? So if it's not a record, you know, your policy doesn't stipulate that this is something worth keeping, you can delete that if that's your organization's policy around that, right? So, save the email records or the things that are records over to SharePoint, you can delete the rest, lunch orders, things like.
47:30 : Tim Brady : If that, again, if that aligns with your, your internal policies and you're allowed to do that, the other approach what we see is, is again that email deletion policy, right? So you put in a sweeping policy that after two years, everybody's inboxes get cleared and it's rolling, right? So, you only keep emails in inboxes for two years and so in that case, you don't necessarily have to go through and de.
47:50 : Tim Brady : As you go because anything you don't move to share point using Cligo will then get automatically deleted at the end of that period, right? And so it really comes down to how your organization operates and what you do with transitory information that's not filed, but the best approach we see is really having that email deletion policy in place and then saving the records over to SharePoint.
48:11 : Tim Brady : With something like Collego, so hopefully that gives you a bit more to think about there Jessica.
48:17 : Sarah Gayda : And another one here and I know Roland and Tim have had some time to answer in the chat, but just in case people didn't see it, Gregory is wondering how does Collego keep abreast of the record retention statutes that can vary by state.
48:34 : Tim Brady : Roland, would you like to address that one? I see.
48:38 : Roland : Yeah, yeah, so I mean, that's, that's turned not in the scope of legal clegal won't like there's no pre packaged kind of rules or anything that Cligo would put into the system. That's really kind of a, a Microsoft purview question. So you would put the retention rules into Microsoft Purview.
48:58 : Roland : And then Kaligo supports purview by getting your emails into the right place and also with the right tag. So for example, if you tagged something as a contract, then Purview could have a rule that says anything that's tagged as a contract gets this retention label and is kept for this length of time. So you see it's really the retention system.
49:19 : Roland : That's built into three sixty five by purviewing Clega working together. So yeah, so Clego doesn't really specifically need to know about the rules and the state or whatever.
49:36 : Sarah Gayda : Eight and I think we I think we've covered most things. Please feel free to type other questions in before we go. But maybe Tim, you could speak to Fet how we work with federal governments as there's a question about FedRAMP.
49:53 : Tim Brady : Yeah, so Cligo's not FedRAMP certified. We we we work with many states and local governments across, Canada, the US and the UK, but we are not FedRAMP certified currently.
50:08 : Tim Brady : That's.
50:11 : Tim Brady : That's.
50:13 : Sarah Gayda : Anything else you want to touch on Roland or Tim?
50:19 : Tim Brady : Good I'd say you know the one of the, the biggest things that comes up and again just going back since it's recent, but at a records management forum yesterday, you know, was the change management piece and, you know, we spent a bit of time on it earlier, but, you know, what we see here is, is once people are able to see the the value and how much time it can save them, right? If they take.
50:40 : Tim Brady : Take the time to spend the five minutes learning the solution or a better solution to the problem they spend hours on every day, they really just pick it up like wildfire. And I think, you know, change management can often be this, this big scary thing, but, you know, people are smart when they see the better way, they just adopt it, right? And.
51:01 : Tim Brady : And so that's something we spend a lot of time thinking about, we have good programs to overcome that and something we love digging in and working with our our clients on. So, hopefully we can be of help on that front as well and make it so you're you're seeing all the email records that should be filed, make their way over to the right place and and retained.
51:21 : Tim Brady : Appropriately. So.
51:25 : Tim Brady : I do see one more late entry in the chat here, so our agency does not currently use SharePoint, how easy would this transition be in light of that? Yeah, so so migrations from another solution to SharePoint can be a bit of a lift. We have great partners that, can certainly assist with this and make it.
51:44 : Tim Brady : As easy as possible I mean, there's a lot of parameters in terms of like how much data we're dealing with, what metadata is brought over, things like that, but we can certainly point you in the right direction to begin those discussions if that's, something you're interested in, so please email us at email here or or book a meeting at the link above and.
52:05 : Tim Brady : And we in the chat and we can certainly point you in the right direction but as as Roland pointed to SharePoint can also be set up to run side by side, right? So you don't have to migrate to begin using SharePoint, it could be sharepoint's run from, you know, this day forward for all records in the meantime while you sort out the migration side. So.
52:24 : Tim Brady : Yeah.
52:29 : Tim Brady : Yeah, so great question here as well. Is SharePoint currently the best way to manage email records? Our views yes, sharepoint's the best for not just email records, but all records and that's why we're seeing so many organizations embrace that as their EDRMS or their electronic document record management system. Now you do need to put some things around it, right? So on its own.
52:49 : Tim Brady : Great storage, metadata, work with retention amazing, but usually a lot of our clients especially if you're in a regulated space, you would work with either Microsoft's native like purview records management solution to manage the life cycle of things on the SharePoint site or one of the other solutions out there, whether it's gimmel or Moray or record point to manage the life cycle of that.
53:10 : Tim Brady : Document once it makes its way into.
53:12 : Tim Brady : SharePoint, so it depends on how regulated you are and things like that. But then and then of course Clego forgetting the emails and email records into SharePoint. But yeah, we're seeing that, you know, I'd love to see in the chat who's already using SharePoint as their EDRMS as well, but we're seeing, you know, everywhere we go, everyone we talk to, it's it's becoming the, the.
53:33 : Tim Brady : The facto place for storing not just email records, but all all records, so.
53:51 : Tim Brady : Yeah, so another one here does Cligo help set up SharePoint as a records management tool for physical records and boxes. So Cligo does not work with the physical records and boxes. We specialize in the email and attachment records, but we have great partners.
54:10 : Tim Brady : We work with on the physical side, so we can certainly.
54:15 : Tim Brady : From our understanding they're the the best, which is why we refer clients to them. So we can certainly help you on that front if you if you'd like, so please drop us quick note if if we can be of help there. So, yeah.
54:33 : Sarah Gayda : Right, and then Tim I'm seeing one from Karen here. I am part of one of a local county government. Would we need to have the whole county and I department IT department use Collego to make this useful? That's a great question.
54:47 : Tim Brady : That is a very good question. Yeah, so I actually asked this at the forum I was at yesterday to get very different opinions. I love the, trying to learn and stay on top of how folks are thinking about this. So the answer in our view right now and what, you know, was confirmed last night actually was at the form was, no, it doesn't need to be everybody.
55:07 : Tim Brady : Storing some email records for the most important roles, right? We mentioned like city clerks and risk management group, very important roles to store all your emails like claims, storing some of those is better than none, right? So at least having the power users, the folks that have the most important records, maybe it's executives, right? Maybe, you know, they storing the most important records.
55:28 : Tim Brady : First is better than zero, and then you can continue to trickle it to other departments in the organization, or other, other users in the organization, but really it's, you gotta stop the bleeding, I think Roland had a great analogy. It's like, let's get what's the most important records that are going to come up in future for your requests or let's get those at least saved tag.
55:48 : Tim Brady : Retained properly and then we can worry about the rest, right? And so you can do it department by department or even user by user, to get started and, begin that. So we see that quite commonly actually it's been a firefighter right we're gonna start with this group, start with this group, start with legal, right? And then we worry about the rest and, and, and help them over time as well.
56:09 : Tim Brady : So, yeah, great question Karen.
56:18 : Sarah Gayda : Okay, I think that's back over to you Johnny.
56:21 : Johnny Hadlock : Yes, thank you so much, not seeing any additional questions in the chat of what I will do is say thank you Sarah, thank you Tim, thank you Roland and Collego for today's presentation, and thanks to all of you who joined us today. Thank you so much. We'll see you here next time for our next webinar or sponsor solutions series presentation or if we're.
56:41 : Johnny Hadlock : Lucky, we will see you in Philadelphia next month. Until then, everyone would be well. Thanks.