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In today’s fast-paced digital landscape, Managed Service Providers (MSPs) play a crucial role in managing and safeguarding business-critical data. One key area often overlooked is email data, a rich source of insights that can drive productivity, optimize workflows, and strengthen security.
In this blog post, we will discuss how Dropsuite’s analytical tools can help MSPs transform stagnant email archives into actionable business intelligence.
Key Capabilities for MSPs
Dropsuite provides a range of capabilities tailored to MSPs, helping to drive productivity, enhance security, and streamline compliance for their clients. Here are its core functionalities:
- Improve Business Productivity: Analyzing email usage patterns can reveal inefficiencies in workflows, such as misplaced priorities or underutilized resources. By addressing these patterns, teams can streamline processes, reduce bottlenecks, and refocus efforts on tasks that align with organizational goals, ultimately enhancing overall productivity.
- Instant Email Data Analysis: Archived email data holds a wealth of information that, when visualized, can support informed decision-making. From understanding usage trends to evaluating storage requirements, such analysis offers a clear view of operational dynamics. Customizable reporting further helps in presenting key insights to stakeholders in a meaningful way.
- Simplified Compliance with eDiscovery: Regulatory compliance often demands quick access to electronically stored information for audits or legal processes. Efficient eDiscovery tools simplify this by providing targeted retrieval of data and metadata, reducing the workload on IT teams and ensuring readiness for compliance needs.
Available Email Reports
There are a variety of easy-to-use reports that can immediately help identify patterns of email usage. The list includes:
- Email Volume Analysis: This report provides visual graphs that can clearly highlight unusual highs or lows in email volume. Patterns of unusual use are instantly obvious and can be followed up on with ease, helping to identify and correct any potential process or systems issues causing spikes in activity.
- Time Sending Emails: One of the most powerful sets of data is the Time Sending Emails report. Learn the amount of time sending emails occupies in a group or individual’s day. Patterns of unusual activity are an easy way to learn if spammers or hackers are using email systems to surreptitiously send illicit messages.
- Top Contacts Identification: Many business administrators want to know who on a team is being overwhelmed, or underwhelmed, with email. This data instantly helps identify who may be contacted, by how much, and with what type of data. Analysis can reveal if processes or procedures need to be modified to improve performance.
- Top Senders/Recipients: Another really helpful report, this one is beneficial for identifying users who are sending or receiving either too many or too few emails vs the norm. Using this report, business administrators can easily identify overworked or underperforming users who may need help, or training, to improve performance.
- Email Storage Utilization: Data from this report is extremely helpful for evaluating how much data is being stored over a given period of time. This is valuable for firms with limits on storage at the business, division or individual levels and can help identify if additional storage may be needed well in advance of running low.
- Attachments by Size and Number: This report is an excellent tool for evaluating quantity and size of attachments from a global down to an individual level. Large attachments can cause strains on any email system. Knowing how many and how large attachments are is helpful for identifying if process improvements or training are required to reduce large attachment usage.
All the above reports are highly customizable and have the ability to drill down into individual data sets to identify specific email usage patterns. Additionally, these reports allow custom time and date ranges, as well as adjusting the reporting scope from the entire organization down to a unique individual.
Advanced Search Capabilities
Searching across large volumes of email data and attachments can be challenging, especially when dealing with multiple file types. Our Advanced Search option allows for precise retrieval, whether for compliance audits, disaster recovery, or routine analysis.
Attachment Content is a new enhancement to Dropsuite’s Archiver SKU, leveraging its well-known search capabilities to deliver precise and efficient retrieval of information across extensive backup datasets. This feature allows users to locate messages and attachments within backed-up mailboxes, even when dealing with large volumes of data.
This feature is particularly useful for MSPs as it facilitates the retrieval of critical information during disasters or compliance audits. By using separate keywords with commas (up to 30), users can refine their searches to pinpoint specific documents or email exchanges, streamlining legal inquiries, audits, and operational recovery efforts.
