This document provides guidance on email management for Microsoft 365 and beyond. It breaks emails down into five categories: non-records, transitory, routine, other records, and historical. Non-records and transitory emails such as spam and calendar invites can be deleted. Routine emails related to ongoing conversations or transactions should be deleted after 6 months. Other records requiring longer retention should be exported according to retention schedules. Historical emails setting policy should be exported to archives. The document recommends using filters and folders to sort emails and adopting a "touch once" method to reduce clutter in inboxes.
Why postgres SQL deserve noSQL fan respect - Riga dev day 2016Quentin Adam
Postgres SQL is a plain old SQL DB. Very powerful and very consistent, in some case, project needs an ACID database, but schemaless… With JSON support, postgres is a very interesting tool to provide ACID and some very interesting function (time management, localisation function and data types...) and the schemaless noSQL point of view with json and indexed json. This talk show some great usage and some insigth to build some great application with postgres.
This document discusses using AJAX with JavaScript in WordPress. It defines AJAX as asynchronous JavaScript and XMLHttpRequests. The document outlines how to use AJAX in WordPress plugins and themes by hooking into wp_ajax_ and wp_ajax_nopriv_. It provides examples of common AJAX uses and walks through the steps of an AJAX transaction between JavaScript, the browser, and WordPress. Potential issues and tips are also covered.
This document provides an overview of JavaScript capabilities and concepts. It discusses how JavaScript can be used to display messages, validate forms, animate images, detect browser features, modify web pages without reloading, and communicate with remote servers. It also covers JavaScript syntax, when scripts run, common language concepts like variables, functions, objects, and events. The document provides examples of placing JavaScript in HTML pages, using external files, and handling events. It introduces JSON and offers tips on debugging JavaScript code.
This presentation provides you with an overview of Email Management (EMM). The slides are from AIIM's EMM Certificate Program, which is a training program designed from global best practices among AIIM's 65,000 Associate and Professional members.
This document outlines principles of records management for a class at TCRM over six months. It defines key terms related to records management, including records, records management, records manager, and the life cycle of records. It then describes the historical development of records management from ancient civilizations to modern standards and practices developed in various countries from the 12th century onward.
Creating and Implementing a Retention Schedule and File PlanRecordLion
RecordLion and Information Requirements Clearinghouse work together to create, maintain and apply retention schedules to all your information, records and files.
The document provides tips and techniques for managing email more effectively in order to reduce the amount of time spent dealing with emails. It recommends setting up a simple filing system, scheduling time to process emails, handling one email at a time starting from the top, and using a "Four Ds" model to determine whether to delete, delegate, do, or defer each email. Additional tips include using features like folders, flags, categories and rules to organize emails, removing attachments to save space, and setting up rules and filters to automatically organize incoming messages.
Why postgres SQL deserve noSQL fan respect - Riga dev day 2016Quentin Adam
Postgres SQL is a plain old SQL DB. Very powerful and very consistent, in some case, project needs an ACID database, but schemaless… With JSON support, postgres is a very interesting tool to provide ACID and some very interesting function (time management, localisation function and data types...) and the schemaless noSQL point of view with json and indexed json. This talk show some great usage and some insigth to build some great application with postgres.
This document discusses using AJAX with JavaScript in WordPress. It defines AJAX as asynchronous JavaScript and XMLHttpRequests. The document outlines how to use AJAX in WordPress plugins and themes by hooking into wp_ajax_ and wp_ajax_nopriv_. It provides examples of common AJAX uses and walks through the steps of an AJAX transaction between JavaScript, the browser, and WordPress. Potential issues and tips are also covered.
This document provides an overview of JavaScript capabilities and concepts. It discusses how JavaScript can be used to display messages, validate forms, animate images, detect browser features, modify web pages without reloading, and communicate with remote servers. It also covers JavaScript syntax, when scripts run, common language concepts like variables, functions, objects, and events. The document provides examples of placing JavaScript in HTML pages, using external files, and handling events. It introduces JSON and offers tips on debugging JavaScript code.
This presentation provides you with an overview of Email Management (EMM). The slides are from AIIM's EMM Certificate Program, which is a training program designed from global best practices among AIIM's 65,000 Associate and Professional members.
This document outlines principles of records management for a class at TCRM over six months. It defines key terms related to records management, including records, records management, records manager, and the life cycle of records. It then describes the historical development of records management from ancient civilizations to modern standards and practices developed in various countries from the 12th century onward.
Creating and Implementing a Retention Schedule and File PlanRecordLion
RecordLion and Information Requirements Clearinghouse work together to create, maintain and apply retention schedules to all your information, records and files.
The document provides tips and techniques for managing email more effectively in order to reduce the amount of time spent dealing with emails. It recommends setting up a simple filing system, scheduling time to process emails, handling one email at a time starting from the top, and using a "Four Ds" model to determine whether to delete, delegate, do, or defer each email. Additional tips include using features like folders, flags, categories and rules to organize emails, removing attachments to save space, and setting up rules and filters to automatically organize incoming messages.
The document provides guidance on identifying, organizing, preserving, and managing email records for state employees. It notes that 90% of new records are created electronically and email comprises most new electronic records. It emphasizes the need to identify email that are records versus non-records, and to utilize tools to organize, retain, and dispose of email records appropriately according to retention schedules.
A collection of tools and email tips to help you be more efficient. Better live and in person but the slides will be helpful to those who want to remember/reinforce what was learned in the live sessions.
This document provides tips and advice for new electronic resources librarians (ERLs). It discusses the challenges ERLs face in defining their roles, dealing with inconsistent daily routines and high expectations. It offers suggestions for improving efficiency through documenting workflows, effective communication and information management. The document also addresses managing vendors, promoting resources, analyzing usage statistics and getting involved in the library community.
This document provides an overview of lean value and waste training. It defines value-added and non-value added activities, with typical processes having only 2-5% value-added activities. The document discusses the seven types of waste - transportation, inventory, motion, waiting, overproduction, overprocessing, and defects. It provides examples of waste in offices, IT systems, and manufacturing. The benefits of lean include reduced cycles, better delivery, more capacity, better quality, and improved customer satisfaction.
The document discusses best practices for managing electronic records (e-records) in university offices. It recommends treating e-records the same as paper records by (1) identifying which files are official records using criteria like supporting transactions or documenting policies, (2) organizing records in a consistent filing system like folders on your computer, and (3) following records retention and disposition authorities (RDDA) to determine how long to keep records and when they can be destroyed. The document also provides tips for long-term preservation of e-records, such as converting files to neutral formats and storing them remotely.
This document summarizes an email archiving solution that can reduce the size of email servers, eliminate PST files and mailbox quotas, and provide powerful e-discovery and monitoring tools. It allows importing of PST files, individual searching of personal archives, and over 40 reporting options on email usage patterns, productivity, and trends.
Conquer Your Inbox: Tips & Tricks for Managing Email501 Commons
Overwhelmed by too many emails and looking for a way to simplify your inbox? This presentation covers different ways to reduce your inbox and increase productivity by taking advantage of the more advanced functions such as setting up rules, creating signatures, and more.
This document provides guidance on scaling applications. It discusses scaling out by having many workers perform the same tasks as opposed to scaling up with a single large instance. Statelessness is key to scaling out. The document recommends splitting processes and storage, considering more things as data, and choosing data stores wisely based on needs like data volume, data model, write requirements and availability. It warns against common mistakes like using memory as a database or files as data stores. It advocates splitting code into modules, using asynchronous processing, reverse proxies, process deployment and monitoring.
Get Things Done! - Outlook 2010 configurationPatrick Tahiri
When you are bombarded with several tens of or hundreds of emails a day and your brain get overloaded…
Take control on your Inbox!
Inspired by the GTD method – David Allen.
SPSNYC 2016 - Big data in SharePoint and the 5,000 Item List View ThresholdBen Steinhauser
Run into that annoying SharePoint 5,000 Item Limit List View Threshold? Wondering why Microsoft says you can put 30,000,000 files in a library but also limits your list views to 5,000 items and locks your List/Library in the event it goes over? This session will discuss this issue, why it exists, how to plan around it so your organization can prevent it, and how to fix Libraries that are impacted by this threshold. Best practices, recommendations, and custom tools are included for demonstration.
This presentation introduces the viewer to some of the more advanced concepts of information management, specifically for anyone using Microsoft Outlook, the ideas can be adapted to any email client. Any questions, find me at http://about.me/rdiver
How do Exchange on premises and the various Outlook clients line up against Domino on premises and its clients? In this session we'll look at the configuration options and management interfaces for each server as well as the client options and client behaviours. We'll also discuss the general ecosystems, considerations for migrating or co-existing and lessons learned. A great session for Domino admins who want to know more about the other side.
Presented at Engage.ug in Brussels May 2019
The document provides tips and best practices for managing email effectively in Microsoft Outlook, including separating mission critical and non-critical email, using filters and rules to organize incoming messages, creating signatures and templates to save time, and only keeping immediately needed emails in your inbox to avoid overload. It also discusses using RSS feeds and social networks for information and recommends flagging emails rather than leaving them in your inbox if they don't require immediate attention.
Email Is A Killer Application And It Is Killing Me Personal And Enterprise ...Peter Buck
email rules our daily life. Learn personal productivity techniques to lighten your load. Learn how enterprises must establish policies and procedures to provide a framework for user behavior.
The top integration features you probably didn’t know existed in Service BusBizTalk360
Dan Rosanova from the Microsoft Product Group talks about why Service Bus is the most sophisticated messaging platform on the cloud. He shares his experiences of how much he has come to know about Service Bus after joining the product team in Microsoft.
This document provides an overview and instructions for Clutter, an email filtering feature in Office 365. It discusses how Clutter uses machine learning and user interactions to identify and move less important emails to the Clutter folder. The document covers enabling and disabling Clutter, customizing notifications, common issues, and answers to frequently asked questions.
This document provides an overview and instructions for Clutter, an email filtering feature in Office 365. It discusses how Clutter uses machine learning and user interactions to identify and move less important emails to the Clutter folder. The document covers how to enable and disable Clutter, customize notifications, apply retention policies, and troubleshoot common issues. Frequently asked questions about Clutter are also answered.
Easy online business processes with Plone forms and workflowT. Kim Nguyen
Plone is an open source content management system that can help your organization save money, improve efficiency, and enhance customer satisfaction through online forms and electronic workflow / business processing.
Be more productive by Design - My Personal Productivity Workflow SetupPete Jakob
This is how I get work done! Here is the workflow I use to help me maintain control over the tasks I put my energy into during the day. This deck also explains the rationale behind it and the core tools (both on Mac and iPhone/iPad) that allow me to be remember more and keep focus on what needs attention. I hope it helps you - would welcome feedback, here or at my blog on www.purplesalix.com.
BTW - I've also got a Productivity Newspaper that I curate. If you find the presentation useful I'm sure you'll enjoy the newspaper too. It's call the Purple Patch and you can read it and subscribe to it at http://purplesalix.com/the-purple-patch/
Having reviewed this presentation, why not download my guide to Productivity Tools. Over 50 tools are reviewed covering everything from Task Managers, Note taking apps and utilities I use every day. Get it at at http://productivityguideform.purplesalix.com/productivityguide
This document discusses personal digital archiving, including what it is, why it's important, who the key players are, when related events may take place, how people can get involved, where to find more information, and it addresses other potential questions. The document provides guidance on best practices for individuals to select, preserve, and organize their digital materials for archival purposes.
More Related Content
Similar to Email Management for Office 365 and Beyond
The document provides guidance on identifying, organizing, preserving, and managing email records for state employees. It notes that 90% of new records are created electronically and email comprises most new electronic records. It emphasizes the need to identify email that are records versus non-records, and to utilize tools to organize, retain, and dispose of email records appropriately according to retention schedules.
A collection of tools and email tips to help you be more efficient. Better live and in person but the slides will be helpful to those who want to remember/reinforce what was learned in the live sessions.
This document provides tips and advice for new electronic resources librarians (ERLs). It discusses the challenges ERLs face in defining their roles, dealing with inconsistent daily routines and high expectations. It offers suggestions for improving efficiency through documenting workflows, effective communication and information management. The document also addresses managing vendors, promoting resources, analyzing usage statistics and getting involved in the library community.
This document provides an overview of lean value and waste training. It defines value-added and non-value added activities, with typical processes having only 2-5% value-added activities. The document discusses the seven types of waste - transportation, inventory, motion, waiting, overproduction, overprocessing, and defects. It provides examples of waste in offices, IT systems, and manufacturing. The benefits of lean include reduced cycles, better delivery, more capacity, better quality, and improved customer satisfaction.
The document discusses best practices for managing electronic records (e-records) in university offices. It recommends treating e-records the same as paper records by (1) identifying which files are official records using criteria like supporting transactions or documenting policies, (2) organizing records in a consistent filing system like folders on your computer, and (3) following records retention and disposition authorities (RDDA) to determine how long to keep records and when they can be destroyed. The document also provides tips for long-term preservation of e-records, such as converting files to neutral formats and storing them remotely.
This document summarizes an email archiving solution that can reduce the size of email servers, eliminate PST files and mailbox quotas, and provide powerful e-discovery and monitoring tools. It allows importing of PST files, individual searching of personal archives, and over 40 reporting options on email usage patterns, productivity, and trends.
Conquer Your Inbox: Tips & Tricks for Managing Email501 Commons
Overwhelmed by too many emails and looking for a way to simplify your inbox? This presentation covers different ways to reduce your inbox and increase productivity by taking advantage of the more advanced functions such as setting up rules, creating signatures, and more.
This document provides guidance on scaling applications. It discusses scaling out by having many workers perform the same tasks as opposed to scaling up with a single large instance. Statelessness is key to scaling out. The document recommends splitting processes and storage, considering more things as data, and choosing data stores wisely based on needs like data volume, data model, write requirements and availability. It warns against common mistakes like using memory as a database or files as data stores. It advocates splitting code into modules, using asynchronous processing, reverse proxies, process deployment and monitoring.
Get Things Done! - Outlook 2010 configurationPatrick Tahiri
When you are bombarded with several tens of or hundreds of emails a day and your brain get overloaded…
Take control on your Inbox!
Inspired by the GTD method – David Allen.
SPSNYC 2016 - Big data in SharePoint and the 5,000 Item List View ThresholdBen Steinhauser
Run into that annoying SharePoint 5,000 Item Limit List View Threshold? Wondering why Microsoft says you can put 30,000,000 files in a library but also limits your list views to 5,000 items and locks your List/Library in the event it goes over? This session will discuss this issue, why it exists, how to plan around it so your organization can prevent it, and how to fix Libraries that are impacted by this threshold. Best practices, recommendations, and custom tools are included for demonstration.
This presentation introduces the viewer to some of the more advanced concepts of information management, specifically for anyone using Microsoft Outlook, the ideas can be adapted to any email client. Any questions, find me at http://about.me/rdiver
How do Exchange on premises and the various Outlook clients line up against Domino on premises and its clients? In this session we'll look at the configuration options and management interfaces for each server as well as the client options and client behaviours. We'll also discuss the general ecosystems, considerations for migrating or co-existing and lessons learned. A great session for Domino admins who want to know more about the other side.
Presented at Engage.ug in Brussels May 2019
The document provides tips and best practices for managing email effectively in Microsoft Outlook, including separating mission critical and non-critical email, using filters and rules to organize incoming messages, creating signatures and templates to save time, and only keeping immediately needed emails in your inbox to avoid overload. It also discusses using RSS feeds and social networks for information and recommends flagging emails rather than leaving them in your inbox if they don't require immediate attention.
Email Is A Killer Application And It Is Killing Me Personal And Enterprise ...Peter Buck
email rules our daily life. Learn personal productivity techniques to lighten your load. Learn how enterprises must establish policies and procedures to provide a framework for user behavior.
The top integration features you probably didn’t know existed in Service BusBizTalk360
Dan Rosanova from the Microsoft Product Group talks about why Service Bus is the most sophisticated messaging platform on the cloud. He shares his experiences of how much he has come to know about Service Bus after joining the product team in Microsoft.
This document provides an overview and instructions for Clutter, an email filtering feature in Office 365. It discusses how Clutter uses machine learning and user interactions to identify and move less important emails to the Clutter folder. The document covers enabling and disabling Clutter, customizing notifications, common issues, and answers to frequently asked questions.
This document provides an overview and instructions for Clutter, an email filtering feature in Office 365. It discusses how Clutter uses machine learning and user interactions to identify and move less important emails to the Clutter folder. The document covers how to enable and disable Clutter, customize notifications, apply retention policies, and troubleshoot common issues. Frequently asked questions about Clutter are also answered.
Easy online business processes with Plone forms and workflowT. Kim Nguyen
Plone is an open source content management system that can help your organization save money, improve efficiency, and enhance customer satisfaction through online forms and electronic workflow / business processing.
Be more productive by Design - My Personal Productivity Workflow SetupPete Jakob
This is how I get work done! Here is the workflow I use to help me maintain control over the tasks I put my energy into during the day. This deck also explains the rationale behind it and the core tools (both on Mac and iPhone/iPad) that allow me to be remember more and keep focus on what needs attention. I hope it helps you - would welcome feedback, here or at my blog on www.purplesalix.com.
BTW - I've also got a Productivity Newspaper that I curate. If you find the presentation useful I'm sure you'll enjoy the newspaper too. It's call the Purple Patch and you can read it and subscribe to it at http://purplesalix.com/the-purple-patch/
Having reviewed this presentation, why not download my guide to Productivity Tools. Over 50 tools are reviewed covering everything from Task Managers, Note taking apps and utilities I use every day. Get it at at http://productivityguideform.purplesalix.com/productivityguide
Similar to Email Management for Office 365 and Beyond (20)
This document discusses personal digital archiving, including what it is, why it's important, who the key players are, when related events may take place, how people can get involved, where to find more information, and it addresses other potential questions. The document provides guidance on best practices for individuals to select, preserve, and organize their digital materials for archival purposes.
This document summarizes Brad Houston's presentation on building a simple electronic records workflow. It discusses the benefits of electronic records like improved access and context, but also challenges like volume and preservation. It proposes using a "mechanic metaphor" where individuals have enough knowledge to manage electronic records issues. The presentation outlines using free and open source tools to accession, arrange, describe, and preserve a collection of records from a university chancellor's office. It emphasizes the ongoing nature of digital preservation and provides resources for further information.
Brad Houston presented information on data management plans (DMPs) required by the National Science Foundation (NSF) for grant proposals. He explained that DMPs must describe the data to be collected or generated, how it will be organized and formatted, and how it will be preserved and shared. He emphasized using open standards and preparing metadata to help others understand and find the data. Researchers were advised to consider long-term preservation and to partner with libraries or repositories to ensure access over time. Contact information was provided for those needing assistance developing their DMP.
The document discusses NSF requirements for data management plans for grant proposals. It notes that as of January 2011, proposals must include a data management plan that addresses how data will be organized, preserved, and shared. The plan must provide enough detail for reviewers to understand how data will be managed during and after the project. Guidelines are provided on the key elements to address in a data management plan, including what data will be collected, how it will be formatted and documented, how others can access and use the data, and how the data will be preserved long-term. Resources for developing effective data management plans are suggested.
The document discusses requirements for National Science Foundation (NSF) Data Management Plans (DMPs). Starting in 2011, DMPs describing how research data will be organized, preserved, and shared are required as part of NSF grant proposals. DMPs must address data standards, access and sharing policies, and long-term preservation and access. Resources for writing DMPs are provided, including tools, best practices examples, and experts available for consultation.
The document discusses requirements for data management plans from the National Science Foundation. It notes that as of January 2011, NSF will require a data management plan for all new grant proposals as well as existing grants. The plan must address what data will be collected and how it will be organized, preserved, shared, and accessed. It emphasizes the importance of effective data management for facilitating research by both the principal investigators and other researchers. The document provides guidance on developing a data management plan that meets NSF's criteria and effectively manages research data.
Microfilm or Digitize: Which is Right for You?Brad Houston
Presentation on reformatting options for active and inactive records. Originally presented at the 2009 Annual Conference of the International Institute of Municipal Clerks, May 20, 2009
Presentation on electronic records management and archival issues. Originally presented at the Fall 2008 meeting of the Southeastern Wisconsin Archivists Group
Reading the Library General Records ScheduleBrad Houston
This document provides guidance on records management for university libraries. It summarizes the University of Wisconsin System Library General Records Schedule (GRS), which establishes minimum retention periods for various types of library records. The GRS covers 44 record series organized into 9 categories. The document explains how to identify the appropriate record series, retention periods, and disposition of records. It also provides guidance on managing electronic records and records requiring confidential destruction.
Brad Houston provides a presentation on records management laws and policies for UWM employees. He discusses relevant laws like FERPA, HIPAA, and copyright law. The presentation emphasizes the importance of properly handling records requests, litigation holds, and electronic records. Employees are advised to contact legal affairs if they have questions about complying with records laws and policies.
The document discusses challenges with managing electronic records, including massive volume, unnecessary copies, and lack of control over organization. It provides guidance on identifying records, ensuring authenticity through versioning or digital signatures, and creating a consistent filing system using descriptive names and tags. The document stresses the importance of complying with records retention and disposition authorities to systematically preserve and destroy records according to legal requirements.
Finding and Reading General Records SchedulesBrad Houston
This document provides an overview of records management at the University of Wisconsin-Milwaukee. It discusses what constitutes a record, records retention schedules, the roles of official and unofficial copies, how schedules are developed, and resources for records management guidance. Key contacts and retention periods are listed for common record types like committee minutes, personnel files, and fiscal records.
This document provides an overview of records management basics, including definitions of key terms, the importance of proper records management, the records lifecycle, and how the University of Wisconsin-Milwaukee Records Management program can assist offices in managing both physical and electronic records. It explains that records management ensures efficiency, compliance with legal requirements, and preservation of institutional history. The document outlines the records lifecycle of creation, use, maintenance, and final disposition or archival retention. It also addresses electronic records, records scheduling, transfers to archives, and records retrieval services.
The document provides an overview of records management basics and the records life cycle. It discusses why records management is important both legally and administratively. Records must be properly managed and retained or destroyed according to approved records retention schedules. Electronic records and email pose special challenges and must be managed according to state requirements. The University Records Management program can assist with records scheduling, transfers, destruction and reference requests.
A Visual Guide to 1 Samuel | A Tale of Two HeartsSteve Thomason
These slides walk through the story of 1 Samuel. Samuel is the last judge of Israel. The people reject God and want a king. Saul is anointed as the first king, but he is not a good king. David, the shepherd boy is anointed and Saul is envious of him. David shows honor while Saul continues to self destruct.
Temple of Asclepius in Thrace. Excavation resultsKrassimira Luka
The temple and the sanctuary around were dedicated to Asklepios Zmidrenus. This name has been known since 1875 when an inscription dedicated to him was discovered in Rome. The inscription is dated in 227 AD and was left by soldiers originating from the city of Philippopolis (modern Plovdiv).
How to Download & Install Module From the Odoo App Store in Odoo 17Celine George
Custom modules offer the flexibility to extend Odoo's capabilities, address unique requirements, and optimize workflows to align seamlessly with your organization's processes. By leveraging custom modules, businesses can unlock greater efficiency, productivity, and innovation, empowering them to stay competitive in today's dynamic market landscape. In this tutorial, we'll guide you step by step on how to easily download and install modules from the Odoo App Store.
A Free 200-Page eBook ~ Brain and Mind Exercise.pptxOH TEIK BIN
(A Free eBook comprising 3 Sets of Presentation of a selection of Puzzles, Brain Teasers and Thinking Problems to exercise both the mind and the Right and Left Brain. To help keep the mind and brain fit and healthy. Good for both the young and old alike.
Answers are given for all the puzzles and problems.)
With Metta,
Bro. Oh Teik Bin 🙏🤓🤔🥰
Gender and Mental Health - Counselling and Family Therapy Applications and In...PsychoTech Services
A proprietary approach developed by bringing together the best of learning theories from Psychology, design principles from the world of visualization, and pedagogical methods from over a decade of training experience, that enables you to: Learn better, faster!
How to Manage Reception Report in Odoo 17Celine George
A business may deal with both sales and purchases occasionally. They buy things from vendors and then sell them to their customers. Such dealings can be confusing at times. Because multiple clients may inquire about the same product at the same time, after purchasing those products, customers must be assigned to them. Odoo has a tool called Reception Report that can be used to complete this assignment. By enabling this, a reception report comes automatically after confirming a receipt, from which we can assign products to orders.
3. NON-RECORDS
• SPAM, E-Lists, Emails you’re
CCed on, Personal
• May be useful as reference
material
• NO OBLIGATION to keep under
records law
[CATEGORY
NAME]
~[PERCENTAG
E]
ACTION: Delete or Export on receipt
5. ROUTINE EMAIL
• Ongoing
conversations, transactions with
customers
• Paper analog: Chrono Files
• Continuing use, but rarely after
transaction is completed
• Limited retention requirements
[CATEGORY
NAME]
~8%
ACTION: Delete 6 months after end of
project/transaction
6. OTHER RECORDS
• Correspondence with
students, financial
records, grant info
• Paper analog: “regular” files
• Ongoing active/inactive use
• Retention according to
schedule
[CATEGORY
NAME]
~[PERCENTA
GE]
ACTION: Retain for length of associated
RRDA, then destroy
7. HISTORICAL EMAIL
• Sets policy/precedent, decision-
making, historical events
• Ongoing value to the history of
your office/institution
• Unless you are the head of a
department/division, you likely
don’t have *any* of this
[CATEGORY
NAME]
~[PERCENTA
GE]
ACTION: Export and send to Archives
8. SO HOW DO I SORT THROUGH THIS?
Filters to move lots of emails at once
Find the common thread!
Folders with dates in title
A reminder to destroy on time
“Touch Once” method
Be merciless!
If you overdelete, you can get
emails back for 30 days
9.
10. “BUT I STILL NEED MY EMAILS…”
6 months since last referral: Time for
an export!
Few different export methods
NOT RECOMMENDED: Native via
PantherLink
RECOMMENDED: Through an IMAP
client (Outlook)
If you have historical email, do this
before sending it to archives!
11. SETTING UP AN IMAP CLIENT
Download your client
(Outlook, Thunderbird, Mailbird, etc.
)
“Add Account” (usually in File
Menu)
Settings instructions for UWM at
http://tinyurl.com/lkhrnmw
Have your PantherID and Password
ready
12. ABOVE ALL ELSE…
Don’t try to do it all at once! You
WILL get overwhelmed.
Take 5-10 minutes each day to
move/delete/export
Clean Inbox: easier to migrate AND
quicker to find what you need!
13. THANK YOU
Brad Houston, university records officer
Archives Dept., UWM Libraries
houstobn@uwm.edu
Web: http://records.uwm.edu
Editor's Notes
Hi! I’m Brad Houston, UWM’s records officer, and I’m going to talk to you today about email management. As you’re preparing to get your account ready for the change from PantherLink to Office 365, it’s more important than ever to make sure your email is in good order, both to make the transition faster and to allow you to quickly determine if you’re missing anything. To put it another way, The o365 team wants you to clean out your mailbox to make their job easier; I want you to do it to make YOUR job easier. These tips are intended to help you prep your account for the O365 migration, but really they’re just best practices for email in general.Now, notice the subtitle of this talk. A lot of people say that records managers just want people to destroy everything so that none of it ends up on the front page of the Journal-Sentinel. I’d say that’s about half right. Certainly if you genuinely need an email, you should hold onto it as long as you need it. But the reverse is also true– keeping email can slow you down while you look for the one or two emails you need right now. There was a McKinsey report in 2012 that found that the average employee spends as much as NINETEEN HOURS each week reading, writing, and searching through email. We can do better!
So let’s take a look at the universe of email. The five categories shown here– non-record, transitory, routine, other record, and historical– are the 5 main categories of email I’m concerned about for retention purposes, and this chart shows *roughly* the proportion of each. Notice that I don’t have exact figures on here—that’s deliberate, because everyone’s individual situation is different, and there are no hard and fast figures about how these break down. What you should take away from this is that the vast, vast majority of email you get is not a record and can in theory be destroyed immediately. Of the remainder, you’re only going to hold on to the green sliver and the orange sliver for any length of time, which means most of even your “record” emails are going to be destroyed.Now, the question I usually get at this point is “how do I tell which is which?” Which is fair– you don’t have time to sit down all day and figure out “oh, is this transitory, is this routine, etc.” So let’s break these categories down a bit more and see how to tell which is which.
First, non-records. These are going to make up about 70% of what you get in your email box, and in fact that figure might be conservative if anything. Now, actual SPAM, of course, is going to either be sent directly to your spam folder or you’ll recognize right away. But what about all those mailing lists you’re signed up for? All your professional listservs? Any of those emails that your subordinates copy you on as a heads up? *None* of that is a record, *none* of it gives you any obligation to keep it, and *all* of it is taking up space in your inbox. Get rid of it, or at least funnel it off to its own folder. Of course, if you *do* need it for reference purposes, sure, go ahead, keep it. But try to keep it somewhere it won’t get in the way of your active email, and you should think about exporting it periodically to keep it from gumming up your account.
Next is transitory email. I use 5-hour energy for the picture here because Transitory email sort of has the same functionality– you get a lot of use out of it right away, and then it just sort of hangs around in your system making your sort of sluggish until you get rid of it. This is definitely a record, because it has to do with your activities in your job, but it’s not a record with a lot of staying power– if you’ve ever sent out an email trying to coordinate timing for a meeting, or just replied “yes” to an in-house question, you know what I’m talking about. To think about it another way– 6 months down the road, is this email going to have any relevance to what you’re doing? If not, it’s probably transitory, and you should get rid of it once its effective date has passed.
Next, Routine email is sort of the “bread and butter” of most people’s accounts– it’s the email that you need to keep because it relates to a particular project or issue you’re working on, but it doesn’t necessarily have a lot of long-term value beyond that project. You can think of routine email sort of like the old paper chronological files offices used to keep– you need to be able to show that you’ve done due diligence in responding to a customer or giving feedback on a report, but the correspondence that is created isn’t of much interest to anybody but you and them. So for email like this, you should generally put it somewhere where it can hang out for about 6 months once you’re done with it, then delete it. In Outlook you can automate this process to an extent– look for training on that when O365 rolls out.
There’s another category of emails that fall somewhere between routine and historical, and that’s any email that falls into an existing records schedule. For example, the library recently started allowing us to put in leave requests via email. When my supervisor gets one of those emails from me, he is obligated to hold on to that email for the 5 year period for leave requests. He doesn’t necessarily have to keep the email in his inbox– he can export it, save it to a desktop folder, print it out, whatever– just so long as he can produce it on request within that 5 year time frame. Student correspondence is another good example of this kind of record– you need to hold onto it for at least a year for grade appeal purposes. So, when an email belongs to an associated series with a records schedule, follow that schedule first.
Last, we have historical email, which is the email which you DO have to keep– but the fact of the matter is that there just isn’t that much of this kind of email in most people’s email accounts. In fact, unless you are the head of a department, division, or other unit, you very likely don’t have any email that falls into this category– this is a category specifically reserved for emails that set policy or document a decision. There are, of course, exceptions, such as when an email pertains to a relevant historical event on campus, but for the most part the emails put here are few and far between.Now, with these emails, not only should you export them, but doing so is the only way to get them to the archives.
So, this is an enormous task, not helped by the fact that you’re continuing to get deluged with email every day. I don’t have time in this presentation to go through all of the tips to manage your email, but here are some quick hits. First, use filters! If you can find a common thread in a group of emails– e.g. they all come from the same domain, or they all have key words in the subject– you can make rules that move emails automatically from your inbox to a folder, or even delete them altogether. This is much, much easier than manually sorting through everything.Next, use folders to group like materials. More importantly, use folders WITH DATES in the title! This way, you can look at a folder and instantly say, “hey, this is from 2012, I only need to keep these emails for a year, I can get rid of all of these all at once.” Now, the important thing here is that if you have too MANY folders to choose from you’re not going to do it, so my advice is to have about 6-7 “active folders” and when you’re done with putting stuff in them move them to a lower folder level so they’re not crowding your inbox.I also suggest using something called the “touch once” method, which means once you get an email, you either respond, delete it, or file it IMMEDIATELY after you get it. It’s tempting to use your inbox as a to do list, but that way lies messy inboxes and overwhelming accounts. You CAN create tasks from an email by right-clicking on them, which is a much better way of dealing with emails you need to respond to, but not right now.Last, I cannot emphasize this enough, you need to be merciless when culling your email. If you take nothing else from this presentation, it should be the following line: “If in doubt, throw it out.” If you mess up and realize you need an email later, all of your email hangs out in your trash for 30 days, so you can get it back– but this is a limited time offer!
This is a copy of the flowchart included in your handout, and gives you a *greatly* simplified decision tree about email disposition. For the sake of making the flow chart work right I ask you to go in this chart from the longest to shortest retention times, but the important thing to remember here is that the vast, vast majority of email you get is not going to be a record and is going to go right to the bottom “delete” box. The other side of that is that usually no more than about 2% of email is classed as “historical” and needs to stick around forever. So you’re almost never going to use that box. Still, this chart is intended to be a visual reminder of what you do with which email, and I hope you’ll use it. Pin it up by your computer, memorize it, blow it up and put it on your door so you can see it from across the room, whatever. Now, I realize a lot of you live out of your inboxes, and it may not be practical for you to go and clear out 80 percent of what you’ve got in there. I’m guilty of this too– I tell people not to use their inbox as a filing cabinet, but I do it anyway. Luckily, there’s a solution that lets you hold on to emails *and* reduces load on UWM’s system…
As a rule of thumb, if you think you will need to hold onto an email for an extended period of time, but you haven’t referred to that email in 6 months or more, you can usually export it, which is to say that you take it out of your active email account and put it on a fileshare or hard drive to refer to later. There are a couple of ways to do this, which I talk about on the Records Management website in greater detail.PantherLink does in theory have a native export function, but the file it outputs is hard to read and harder to use, and so I don’t recommend doing it this way. A better way to do it is to set up an email client, such as Thunderbird or Outlook, and download the emails that way, either through moving them to local folders, saving individual emails, or Outlook’s “Autoarchive” function.
The last time I did this presentation, the immediate question was, “How do I set up an IMAP account?” Good question! There’s a help page on the UITS site, and it looks horribly complicated to set up from that info but it really isn’t. Basically this is a three-step process. Step 1 is to pick your client, or program to read your email; there are a number of them out there, but since we’re moving to Office 365 soon anyway it might be a good idea to use Outlook. If you’ve got Office 2010 or 2013 installed on your computer already. If not, download your client and install it.Step 2 is to add your account, which most clients let you do through an option on the file menu called “add account” or similar. The screen should look like what I’ve captured here. You’ll put in your email address with your domain name and in a lot of cases the program will automatically configure the settings. If not, you can do manual setup the settings you need are at the link here– it says “mobile applications” but it’ll work for your desktop too. You want to select “IMAP” and make sure you enter both the incoming and outcoming servers, which for UWM are two different servers.Step 3 is to put in your username and password when prompted, so the program can sign into your account. Once it does, it downloads the email headers so you can get the previews of all the mail in your account, and downloads the message when you want to read it. That’s it! There’s also a way to move emails into an archive file on your computer, but I’ll hold off on that until the O365 formal training.
So that’s about it. The last thing I just want to say about this is that if you try to do it all at once, you’re going to get discouraged and not do it at all. So just carve out a few minutes a day to go through and cull the emails that you don’t really need, and before you know if you’ll have a clean inbox. You’ll find stuff more easily, you’ll get better performance from your email client, but most of all, you won’t have all that email hanging over your head, which really is a huge load off. What’s more, it means it takes less time to convert your mailbox to O365, which is a nice bonus.
Thanks for listening, and please take a look at the other email and e-records guidelines on the records management website. Please don’t hesitate to send me an email or give me a call if I can help you manage your email in any other way. Thank you again.