Folders are not going away, even in the face of search technology.
Some argue that pilers are rude; they rely on others to remind them or to file for them. The test is there more than a screenfull.
Simple, repeatable. Reduce the number of possible options. Turn them into verbs. You need to build walls.
Just remember that every email you read, re-read, and re-re-re-re-re-read as it sits in that big dumb pile is actually incurring mental debt on your behalf. Look, respond, move on. It is called a Firewall. Enter your inbox for discrete tasks, process the 4 Ds then exit. I personally check my email every 60 minutes. If it is that urgent, they will call. Don’t forget that also allows you to monitor what you sent before it goes. Group the 60 potential distractions into groups. There is no point in filing an e-mail or closing an e-mail if you can complete it in less than 2 minutes. Try it out—see how much mail you can process in less than 2 minutes. I think you will be extremely surprised and happy with the results. You could file the message, you could respond to the message, or you could make a phone call. You can probably handle about one third of your e-mail messages in less than two minutes.
Cataphora does not look for hot words but worried words
This is why you want to delete email or filing it in a trusted repository.
Two questions<br />why do you use email?<br />what does your company tell you about your email?<br />
Research bias<br />Work cultures significantly influence email organization behaviors<br />Today items must be tagged explicitly. Tomorrow tagging will become implicit. <br />Retention policies influence filing decisions<br />Exchange inbox, calendar, sent items message count MUST NOT exceed 5,000<br />
enterprise<br />The conversation or the content<br />
FRCP Mandate<br />“If electronic evidence is stored anywhere in your organization, you must produce it accurately and within a strict timetable.”<br />
How email, folders and email retention can work together<br />Email volume<br />Spam<br />email phases<br />active<br />reference<br />record<br />B-Spam<br />Do nothing<br />Journal<br />delete<br />Personal<br />rule based delete<br />Mail<br />rule based delete<br />Folder-Outlook<br />make read-only<br />Folder-Doc Mgmt<br />matter folders<br />time<br />up to retention period<br />up to 3 years<br />30-60 days<br />
subject lines<br />Re: FYI<br />Two Things<br />Great News<br />Urgent<br />Tomorrow<br />Status<br />Quick Question<br />Acquisitions meeting agenda<br />CIT/AG: List of Experts<br />3450-002: Comments on Lease Buy Back<br />
traffic<br />Do NOT tell Joe<br />Can we get away with this?<br />They will never find out<br />This might not be legal<br />“Never talk when you can nod. And never write when you can talk. My only addendum is never it in an email.”<br />Eliot Spitzer<br />
1<br />If an email is not declared and classified within Xdays (by moving to DM | RM repository) then it will be deleted from inbox, sent items.<br />If email is for convenience, it can be moved to personal folder where it will be moved within Xdays to an email archive. Within X years it can be declared and classified to the official repository or it will be purged.<br />Once in the official DM | RM repository, it is managed according to retention business rules.<br />2<br />3<br />Email mgmt guidelines<br />Organization: Purged<br />Backend Process:<br />TBD<br />User: Delete or leave in In Box/Sent Items<br />1<br />Non-Record<br />Limited usefulness<br />Organization: Move to official archive<br />Backend process:<br />TBD<br />Life cycle retention managed systematically<br />Backend Process:<br />TBD<br />User: Classify<br />Backend Process:<br />Email<br />Created or Received<br />3<br />Convenience Materials<br />Useful for some period<br />2<br />Official Record<br />Preserve<br />Organization: Purged<br />>= X years<br />Backend Process:<br />TBD<br />Organization: <br />Classify<= X Years<br />Backend Process:<br />TBD<br />User: Move to Personal Folder<br />Organization: moved<br />to email archive<br />Backend Process:<br />TBD<br />
Business record<br />Information is created in a variety of forms…<br />Is it a business record?<br /><ul><li>Does it document a company decision?
Personal equipment/media (diskettes, DVD/CDs, thumb drives, USB hard drives, PDAs)</li></ul>Possible duty to preserve (while clarifying relevant subject matter, date ranges, key players, etc.)<br />
Resources<br /><ul><li>Information Overload Research Group | http://iorgforum.org/ResourceCenter.htm
10:1 Rule for email-based Project Mgmt. | http://www.mindthis.net/mindthis/2006/08/a_10to1_rule_of.html
How to Manage Huge Exchange Mailboxes | http://msexchangeteam.com/archive/2007/12/17/447750.aspx
Everything is Miscellaneous | David Weinberger or Google video talk http://tinyurl.com/5xpfk4
Merlin Mann | http://www.43folders.com/izero</li>