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Email is NOT a Document Management System

By Romeo Elias on Fri, Nov 03, 2006 @ 03:12 PM

On behalf of Jaime Sipila

Does this sound familiar? “Does the 10/11/06 email have the most recent requirements document, or was there a later email that I wasn’t copied on?” Or better yet… “Hey, I’ve been working for the last week based on the specifications laid out in the 10/11/06 email. It’s not my fault that I wasn’t cc’d with the latest version. It’s not my responsibility.”

Email is a powerful and critical communications tool in today’s fast-paced Internet economy. It is NOT, however, a document management tool. Too many companies are using it as such, and the purpose of this series of brief articles is to point out some of the fallacies and issues of using email to manage documents, and also to begin to define the attributes of a better system.

For each of the next four weeks the following fallacies will be explored:

  • Fallacy 1 – email is great for document management because it is a collaborative tool
  • Fallacy 2 – email is great for storing documents because I can easily search for them
  • Fallacy 3 – email promotes accountability
  • Fallacy 4 – email is more efficient

Stay tuned...

Romeo Elias

Written by Romeo Elias

Romeo Elias is the President and Chief Executive Officer (CEO) of Intellect, an award winning leader in the SaaS enterprise software industry with a focus on enterprise Quality Management Software and Business Process Management (BPM). Romeo is a visionary executive, thought leader and advocate for business friendly software that requires No Programming and empowers everyone to innovate. Romeo has overseen Intellect's growth from its founding in 2000 to a high growth software company with hundreds of happy customers. Romeo is a patented inventor, entrepreneur advisor, and board member of Intellect. Prior to Intellect, Romeo worked in the consumer electronics space, overseeing the engineering design and development of handheld electronics, and previously was the founder of a web development firm. He received his BS in Mechanical Engineering from the University of California, San Diego and MS in Manufacturing Engineering from UCLA.