Auto-Archiving of employee´s emails - solution needed

[Uli]

Hello,

we store all emails of our projects in our Company in public folders (one
for each project, about 80 per year).

Problem:
If an employee sends or receives an email, the mail first is stored in the
mailbox of the employee. The employee has to move the mail by himself
manually.

Idea:

# Sending emails:
- employee sends an email
- A Window opens, where the employee can select the public folder
- the email moves automatically to the public folder

# Receiving emails:
- employee receives an email (status unread)
- when it becomes marked at "read" a Window opens, where the employee can
select the public folder
- the email moves automatically to the public folder

Question:
I do not know, what kind of solution can realize the idea ...
Who can help me?

Thanks,
Uli

Systems:
Current Versions of MS Exchange & MS Outlook, all updates/hotfixes/aso.
(Server&Clients)