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Compliant Email Records Management for Government

Colligo Email Manager for Microsoft 365 helps public-sector organizations take control of email—one of the most critical, yet challenging, sources of government records. Outlook is not a records repository, but for many agencies, it has become a default storage system for high-value communications. Colligo solves this problem by enabling government staff to capture, classify, and manage email and attachments as official records directly from Outlook into SharePoint Online.

Designed specifically for Microsoft 365 and public-sector compliance requirements, Colligo ensures that email records are filed accurately, securely, and consistently—without disrupting how employees work. Emails and attachments are stored in SharePoint with the correct metadata, security, and retention policies applied, turning everyday communications into governed, searchable records.

Capture Critical Government Records Where Work Happens

Government employees handle sensitive and regulated information every day, much of it arriving through email. Colligo makes it easy to file these records from Outlook to SharePoint, supporting common public-sector use cases such as:

  • Freedom of Information (FOI) and public records requests
  • Legal, risk management, and investigative correspondence
  • Pension, benefits, and disability documentation
  • Citizen and stakeholder communications

Built for Adoption, Designed for Compliance

Colligo works natively inside Outlook, minimizing training and accelerating user adoption. Policy-driven prompts guide staff to file records correctly, or emails can be automatically filed using Email Auto-File on a scheduled basis—ensuring consistency with minimal user effort.

Key benefits for government agencies include:

  • Adherence to records retention and disposition policies
  • Accurate, auditable email records with consistent policy application
  • Improved response times for FOI requests and audits
  • Significant productivity gains, with agencies saving 30–60 minutes per user per day
  • Faster search and retrieval of SharePoint, Teams, and OneDrive content from Outlook
  • Maximized Microsoft 365 investment by positioning SharePoint as the system of record

Through Carahsoft, public-sector organizations can easily procure a proven, scalable solution that strengthens compliance, reduces risk, and brings order to email-driven records management.