Government Email and Records Management — Directly from Outlook
Government organizations rely on email for approvals, decisions, procurement, and citizen services. But email is also one of the biggest sources of compliance and discovery risk when it remains trapped in personal inboxes, PST files, and inconsistent storage practices.
harmon.ie helps government agencies capture emails and attachments into SharePoint, Teams, and OneDrive directly from Outlook, apply required metadata, and find records fast—so you can meet audit, retention, and FOIA/ATIP requirements with less effort.
- Trusted by government agencies and councils worldwide.
- Supports Microsoft 365 Government Cloud: GCC and GCC High.
Government agencies must retain and retrieve official records under strict rules
Yet critical records are still spread across Outlook mailboxes, PSTs, shared drives, and SharePoint libraries used inconsistently.
As a result:
- Records are difficult to locate for FOIA/ATIP, audits, and investigations
- Metadata is incomplete or missing, weakening discovery and retention
- SharePoint engagement suffers because it adds friction to everyday work
harmon.ie brings SharePoint into Outlook—so employees can capture records effortlessly
harmon.ie is an Outlook add-in for SharePoint that makes email filing simple and compliant in government environments. harmon.ie enables employees to store and organize email records in the approved repository while staying in Outlook.
This improves:
- Records capture consistency across departments
- Metadata quality for retention and discovery
- Retrieval speed for FOIA/ATIP and audits
Why Use harmon.ie in Government?
Reduce last-minute manual collection by capturing official correspondence in SharePoint or Teams as part of normal work—so information is easier to retrieve when requests arrive.
By automating metadata saving and prompting for required metadata on save, harmon.ie improves consistency across departments and increases the quality of records for retention and discovery.
Support secure collaboration and defensible storage
Keep records stored under SharePoint controls and permissions, reduce uncontrolled attachment sprawl, and maintain a clearer source of truth for teams and oversight.
harmon.ie works inside Outlook, so employees can store records correctly without switching tools. That’s how agencies close the “last mile” gap between governance goals and real user behavior.
Government email management using harmon.ie
Capture email records from Outlook
Save emails and attachments to the approved repository without leaving Outlook.
- Drag-and-drop emails and attachments
- Save sent emails to the right location
- Build complete case/project files (communications + documents)
Automatically tag and categorize emails
Save emails with consistent structure—so it’s instantly clear what was saved and where.
- Capture email headers as metadata
- Show saved status + location
- Improve retrieval and governance
Microsoft 365 search from Outlook
Find information quickly for audits, investigations, and FOIA/ATIP requests.
- Search across SharePoint and Teams
- Retrieve content without switching tools
- Reduce time spent hunting through inboxes and folders
Standardized filing experience for large rollouts
Create consistency across departments by guiding users to the right locations and structures.
- Favorites / quick access to frequently used sites and libraries
- Support standardized project/case structures
- Reduce reliance on training and individual “filing habits”
Built for government environments
Support the deployment needs common in public sector IT.
- Works in hybrid and on-premises* environments (where required)
- Supports Microsoft 365 Government Cloud: GCC and GCC High*
- Scales for large rollouts with minimal training requirements
* harmon.ie Classic only
Secure access aligned to SharePoint governance
Work within existing security and permission controls.
- Respect SharePoint permissions and policies
- Store records centrally under IT governance
- Reduce risk of uncontrolled attachment distribution
Local government document management
Local governments need consistent filing across departments, long retention, and fast retrieval for audits and citizen requests.
Councils use harmon.ie for consistent council file management—saving emails and attachments into SharePoint with the required metadata using simple drag and drop.
Government agencies (federal/national/regional)
Government agencies manage high-volume correspondence and regulated records. harmon.ie helps agencies capture email as records into SharePoint from Outlook, improving compliance and retrieval at scale.
FAQ
Does harmon.ie support Microsoft 365 GCC and GCC High?
Yes. harmon.ie Classic supports Microsoft 365 Government Community Cloud (GCC) and GCC High environments and provides configuration guidance for GCC High scenarios.
How does harmon.ie help with FOIA / ATIP / public records requests?
FOIA/ATIP requests are difficult when information is distributed across inboxes, PSTs, shared drives, and desktops. harmon.ie reduces FOIA stress by helping staff save official correspondence to SharePoint or Teams as part of daily work—so records can be retrieved faster later and agencies can reduce last-minute manual collection from individual mailboxes.
What exactly does harmon.ie do?
harmon.ie adds a sidebar inside Outlook that connects to SharePoint, Teams, and OneDrive. Users can save emails and attachments into the right repository, apply required metadata, and access Microsoft 365 content—without leaving Outlook.
Why not just use SharePoint without an add-in?
Most agencies find that SharePoint alone doesn’t solve the “last mile” problem: staff work in Outlook and saving emails correctly takes extra steps and discipline. harmon.ie removes friction by enabling governed capture inside Outlook, improving adoption and reducing training requirements.
Does harmon.ie replace a records management system?
No. harmon.ie is the adoption and capture layer that helps agencies ensure content is stored correctly in Microsoft 365 repositories. It strengthens information governance and records programs by improving the consistency and quality of record capture.
Does harmon.ie work in hybrid or on-prem environments?
Yes. Government organizations with on-premises requirements can use harmon.ie Classic in hybrid scenarios, enabling access to both cloud and on-prem data through a single Outlook experience (as highlighted by the Australia Treasury Agency).
Does harmon.ie support both local government and government agencies?
Yes. harmon.ie is used across the public sector—from local councils and municipalities to large government departments and national agencies. It supports the everyday needs of government information management by enabling employees to capture emails and attachments from Outlook into SharePoint, Teams, and OneDrive with the required structure and metadata. This helps organizations improve compliance, audit readiness, and retrieval for FOIA/ATIP and public records requests, while increasing SharePoint adoption without heavy change management.
How does harmon.ie support council file management and retention?
harmon.ie helps local governments manage official records by making it easy for employees to capture emails and attachments from Outlook into SharePoint or Teams, where documents and communications can be stored together as a complete case or project file. It automatically saves email headers as metadata and prompts users to enter missing required metadata at the moment of saving, improving consistency across departments such as planning, legal, procurement, and public works. The result is better governance, easier retrieval for audits and citizen requests, and less reliance on individual inboxes or ad-hoc filing habits.
How do you save government emails to SharePoint from Outlook?
With harmon.ie installed, users can save emails and attachments to SharePoint directly from Outlook using the harmon.ie sidebar. They simply drag and drop the email or attachment to the correct SharePoint location. This ensures government email records are captured in the approved repository with the right classification and permissions—without leaving Outlook or relying on manual copy/paste workflows.
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