In today's digital age, email remains a critical communication tool in the pharmaceutical industry, but it also presents significant challenges for information governance, regulatory compliance, and eDiscovery.
The sheer volume of emails, coupled with the need to retain records for extended periods and comply with legal and regulatory requirements, makes effective email management a necessity.
Traditional methods, such as relying solely on individual users' PST files, are fraught with risks and inefficiencies.
Greenbox DMS offers a robust solution for email archival that addresses these challenges and transforms email from a liability into a valuable asset.
PST files are typically stored locally on individual users' computers, creating data silos that make it difficult to search, manage, and control email data.
PST files are prone to corruption and data loss, especially when they grow large or are accessed by multiple users. This can lead to the loss of critical business information.
PST files are often poorly protected, making them vulnerable to unauthorized access, data breaches, and malware attacks.
Managing email retention and responding to eDiscovery requests becomes extremely difficult when email data is scattered across multiple PST files and user inboxes.
Searching for specific emails within large PST files can be slow and inefficient, hindering productivity and making it difficult to find relevant information.
Greenbox DMS provides a centralized and secure repository for archiving emails, eliminating the problems associated with PST files and traditional email management methods.
It can ingest emails directly from PST files as well as from live email servers, transforming them into managed, searchable, and auditable records.
Greenbox DMS can seamlessly ingest emails, attachments, and metadata from PST files, consolidating all email data into a central repository.
This eliminates the risks and inefficiencies associated with relying on individual PST files.
Greenbox DMS automatically indexes the full text of emails and attachments, along with metadata such as sender, recipient, date, and subject.
AI-powered tagging automatically categorizes emails based on content and context, simplifying organization and management of large email volumes.
Greenbox DMS offers advanced search functionality that allows users to quickly find emails using keywords, metadata, date ranges, and other criteria.
It supports searches within attachments, Boolean operators, proximity searches, and fuzzy matching to locate information efficiently.
Organizations can define and enforce email retention policies based on regulatory requirements and business needs.
Greenbox DMS automatically archives or deletes emails according to these policies, ensuring compliance and reducing storage costs.
Supports legal hold functionality, allowing preservation of emails relevant to litigation or regulatory investigations.
This ensures that critical evidence remains intact and unaltered.
Simplifies the eDiscovery process by centralizing searchable email data.
Legal teams can quickly identify, collect, and review emails relevant to legal cases or investigations, significantly reducing time and cost.
Maintains a detailed audit trail of all actions performed on archived emails, recording who accessed, viewed, or modified data, along with timestamps and reasons.
This provides transparent accountability for audits and investigations.
Seamlessly integrates with Microsoft Exchange, Office 365, and other popular email systems for direct, automatic archiving from the source.
Provides robust security features, including role-based access control (RBAC), data encryption, and detailed audit logs, safeguarding archived emails from unauthorized access or modification.
Helps pharmaceutical companies comply with FDA 21 CFR Part 11, GxP guidelines, and data privacy laws by offering a secure and auditable email archiving system.
Powerful search and centralized data reduce time and expenses associated with legal discovery and regulatory audits.
Provides a single source of truth for email records, ensuring consistent and policy-driven record management across the organization.
Protects sensitive email data from unauthorized access, data breaches, and loss due to corruption or hardware failure.
Quick access to archived emails improves employee efficiency and reduces time spent searching for critical information.
By enforcing retention policies and eliminating the need for local PST files, Greenbox DMS helps organizations minimize storage overhead.
Archiving communications related to regulatory submissions ensures a complete and auditable record of all interactions with regulatory bodies.
Preserving emails between investigators, sponsors, and stakeholders guarantees transparent and traceable communication during trials.
Captures and retains communications about quality events, deviations, CAPAs, and audits, providing a full record for compliance and continuous improvement.
Ensures all communications related to adverse event reporting and safety monitoring are properly archived and accessible for analysis.
Protects emails containing sensitive R&D and intellectual property information, safeguarding the organization’s valuable assets.
A searchable email archive supports internal investigations into potential misconduct or compliance violations with speed and accuracy.
Email archival with Greenbox DMS is an essential part of a comprehensive information governance strategy for pharmaceutical companies.
By centralizing email storage, automating indexing, and providing powerful search and retention tools, Greenbox DMS transforms email from a potential liability into a strategic asset for compliance, legal discovery, and business intelligence.
It enables organizations to:
Combined with the other powerful features of Greenbox DMS, email archival becomes a cornerstone capability for navigating the complex, regulated landscape of modern pharmaceutical operations.
