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How defence organisations can defend against email overload

16 March, 2022

It goes without saying that organisations in the Defence industry work with some of the most critical, highly sensitive information on a daily basis. These firms face strict compliance requirements on top of ensuring they protect highly confidential contracts, project agreements and ongoing communication with customers and colleagues. 

Cyber attacks are one of the biggest risks facing the Defence industry. That’s largely because the industry has undergone massive transformations to adapt to modern warfare, which is increasingly carried out in cyberspace rather than traditional battlegrounds. 

The National Security Strategy lists cyber risks as a Tier 1 threat, while the Defence Cyber Protection Partnership enforces risk-based controls to protect the Ministry of Defence’s supply chain and mandates best practices to secure contractual information and prevent data loss. It’s therefore vital for organisations to ensure processes and technologies are in place to protect their critical infrastructure, data and users at all times.  

Email overload and the Defence industry

Email is the most popular form of communication and the number one threat vector across all industries. So as defence organisations adapt to the modern world of cyberwarfare, their employees’ use of email to communicate with their colleagues, contractors, customers, suppliers, and more people based all around the world is only going to increase. And with that, comes increased risk, including: 

Reliance on email: Trends like remote working and disparate workforces have further increased peoples’ reliance on email and increased the volume of email they receive. This means they spend more time trying to tame their overflowing inboxes - time that would be better spent completing project tasks and preparing documents that are critical to hitting tight deadlines. 

Human error: Having a poor handle on email communication inevitably leads to errors, such as emails containing business-critical contracts or project agreements being filed in the wrong location or locked in individual inboxes or desktops. This results in documents and emails being rendered inaccessible to other people on a project and can cause delays to vital projects or even client disputes. 

Data loss: Worse still, failing to manage email communication effectively could lead to critical defence data being lost or deleted. This risks organisations failing to comply with increasingly stringent data privacy regulations and could result in highly sensitive information getting into the hands of cybercriminals. 

Business productivity drains: Poor email management doesn’t just affect employees’ effectiveness, it can also significantly drain business productivity. Employees storing emails and documents in folders within their inbox or on their desktop results in that information being inaccessible to their colleagues.  

To avoid these risks, defence organisations must implement solutions that help them protect all the information their employees share via email. 

Bringing email clarity to the Defence industry

Defence firms increasingly use artificial intelligence (AI) to aid their digital transformation efforts. Indeed, Accenture research finds 84% of aerospace and defence organisations believe AI will increase their cyber risk and 86% will exchange more confidential and sensitive data with their partners. So it stands to reason that they should use AI to defend their digital assets and protect their communication streams. 

Mail Manager helps defence organisations to take control of their email overload. It removes the need for employees to spend hours managing their inboxes and searching for emails that may be lost or deleted. It provides overnight assurance that all email correspondence and critical documentation is easily and quickly accessible whenever an employee requires access to it. 

The solution uses AI to learn where email messages and documents need to be filed then automatically stores them in the appropriate folder. This ensures all project correspondence, including sent and received emails, is securely stored in a centralized location that’s accessible by all team members who require access to it. 

Mail Manager’s AI solution is also vital to meeting compliance requirements by standardising filing activity across a business. It ensures all employees work to the same data storage standards and corporate policies and file information in the same way. As a result, the organisation is better positioned to adhere to data privacy regulations and standards.  

Mail Manager also uses AI to help people find information as quickly as possible. Its AI-powered search function provides advanced capabilities that enable employees to discover any email, attachment or document from across their infrastructure in a matter of seconds. As a result, employees can find a specific email or contract whenever a client requests to see it, even if a colleague that was initially involved is on holiday or has left the business. 

Discover how Mail Manager can help your organisation bring clarity to email overload with a free trial of the solution, or download our eBook, "Defend yourself on the email battlefield".



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