Why we are different

Different to a traditional email archiving solution

No Email ArchivingArchiving vast amounts of email from Microsoft Exchange seems like a great idea. Organisations can constrain the size of their employees mailboxes and still have a record of all communications. They can search this huge repository to recover data when required and in addition are meeting their compliance requirements by effectively 'keeping everything for ever' (or for a defined period of time). However, there are a number of reasons why traditional email archiving is not that effective and why using a solution like Knowledgemill is a lot better.

The main problem is that all of this archived data is unstructured. This means that attempting to find specific information relating to a particular client or a project can require a lengthy fishing expedition using search tools. Imagine that you are looking for all communications relating to a single client but over the last 5 years 25 people in your organisation have interacted with that client. That would require searching across 25 users archived mailboxes, assuming that they had filed the information in the first place, in the right place and in the right format originally. Each person working with that client may have called the client by a different name and filed information in a different way, if at all. This process often involves a request to the IT team and can take a long time with many false positive results and can return a huge amount of irrelevant data to sift through.

KnowledegMill essentially archives all this data into relevant folders by client or project when the users send and receive. All emails and documents are stored side by side. You access them yourself through your usual outlook interface. Nothing is missing as automatic filing ensures that every email has to be filed and it is in the right place, in standard format and can be retrieved in a split second.

So, by using Knowledgemill you have the advantage of:
  • No IT involvement
    Access is via your normal Outlook.
  • Fast retrieval
    Highly structured data by client or project, unlike the unstructured silo of an email archive.
  • Real time view
    As you search more content can be dropping in as other team members send or receive and automatically file.
  • No confusion
    Knowledgemill de-duplicates filed email, so it only stores one copy of every filed message even if there were multiple recipients and filers. This reduces clutter when retrieving information and also minimises the storage requirement.

Different to a legacy document management solution

No Document ManagementThere are a lot of good document management systems on the market that allow documents to be filed and retrieved a in structured fashion. Often they are time-consuming to use and do not include all emails and documents in one view that can be searched and retrieved simply.

Knowledgemill ensures that all emails and documents are held together in a simple format so that the commentary around the documents is provided in full. Nothing is ever missing due to the automatic filing nature of the technology and you never need to leave the interface that you work in for most of the day - Outlook.

Knowledgemill has a number of advantages over traditional document management systems:

  • All information about each client or project is held in one view in one place
    You can access it instantly in any order that you like.
  • Nothing is missing
    Knowledgemill ensures that everything is filed automatically in the right place as you send or receive or close a document.
  • Up to date
    Real time and provides a single source of truth for a document or a specific version.
  • Filing is simple and quick
    Emails are filed automatically and documents are filed with one click.
  • Straightforward versioning
    Knowledgemill provides simple version control capabilities, and you don’t have to create versions if you do not want to.
  • Integration with other systems is simple
    Just click the tabs in Outlook to share or send.
  • Quick and easy to setup
    Simple implement and doesn’t require heavy server infrastructure. Consume Knowledgemill from the Cloud, or an on-premise virtual appliance. Be up and running in hours.
  • Cost-effective
    Compared to the old school legacy DMS providers, we're an all-in cost. A practical and easy to use system designed and set up for you.

Different to a proprietary collaboration tool

No Proprietary CollaborationCollaboration tools are in fashion. Collaboration vendors suggest that email is dead and organisations are using collaboration platforms to communicate internally and to share information with their clients or outsourced staff or project teams. But is this really the case?

The volume of business email sent year on year is increasing massively and yes organisations are implementing collaboration tools and users are using them... but only in specific use cases for sharing or collaborating sparingly. Very few organisations can survive by communicating internally or externally via a proprietary web-based collaboration tool. It just does not work. The vast majority of companies communicate by email and most use outlook.

To use a collaboration platform you need to work in it, to log into it, to push content to and from it. And where does that content come from but email and documents?

Knowledgemill allows you to stay in Outlook but collaborate with the world. Why leave and be forced to push or share through a different technology when the same result can be achieved without any of this extra hassle?

By using Knowldegemill for collaboration:

  • In Outlook
    Accessible in the primary interface that you know and like.
  • All your emails and documents are there, at your fingertips
    You do not have to force them into a collaboration tool and then come out of that tool to get back into email which is how most organisations communicate with the outside world.
  • Up to date
    Real time and provides a single source of truth for a document or a specific version.
  • Totally secure
    User rights and permissions can be set to ensure the right people see the right content ant the right time.
  • Efficient and productive
    You are not spending your time jumping from one system to another and all the companies content is in one place and you can work with it efficiently and effectively.
Knowledgemill Limited
3rd Floor, Maya House
134-138 Borough High Street
London SE1 1LB
United Kingdom
LinkedIn : Knowledgemill LinkedIn
Twitter : @knowledgemill
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