Adding an extra layer of protection to data shared over email doesn't have to be a productivity killer. Even though the term 'email add-in' may bring up painful memories of multiple pop-up windows this isn't the reality anymore. Before, an email application could be struggling under the weight of all the applications clinging to it like barnacles to a boat. If they weren't disabled on start-up to lessen the load, users would soon find a way to work around them.
What does a balance between email protection and productivity look like in 2018? There's much to be learned from the case of North American law firm, DBL Law, who went from legacy software with performance issues to something far more powerful. They did it all in one fell swoop by switching from their old metadata cleaning application to cleanDocs. Here's how.
Minimizing email downtime and performance issues
Email downtime is a productivity killer. When metadata cleaning happens inside Outlook it can lead to major stability and performance issues – much like it did for DBL Law. Switching to a more lightweight add-in solved this.
cleanDocs does most of its processing outside of Outlook so that email performance isn't impacted. Because it works with files directly in their native format (binary level) cleanDocs doesn't have to open Word, Excel or other authoring applications. This allows metadata cleaning to happen in under a second. And, since multiple files are cleaned concurrently, email doesn't become jammed or locked-up.
Staff keep working in email as normal – but with added protection
Investment in the protection a metadata cleaner provides against data breaches is money wasted when users switch it off or click 'Ignore' all day. Staff at DBL Law, like all of us, wanted minimal interruptions to their emailing workflows, so they could spend less time checking boxes and more time doing work that matters.
The cleanDocs User Interface suited them because it only prompts to clean attachments as needed. Users are only asked to check and clean files if cleanDocs detects metadata, spreadsheets with hidden cells or tabs, or files needing a password for added security.
To learn more about all the ways DBL Law used cleanDocs to strike a balance between protection and productivity read the full Customer Success Story
About the author
Ted Kukorowski is a Sales Director for DocsCorp across the Mid-Atlantic and Southeast. Ted has more than 40 years' experience in the computer software industry. When he's not on the road, Ted can be found on the Chesapeake Bay fishing.