Email Management : Management
How should I organize the email that I need
to keep?
A good filing structure for your email should:
- Make it easy to search for specific messages
- Make it easy to apply disposition instructions
- Reduce the risk of keeping email messages beyond their specified
retention period
- Help you manage your email inbox
- Help you keep cleaner, neater, more organized email folders
Assuming that you have already decided your email is a University
record that need to be kept, establishing a simple filing scheme
based on either your office’s records retention and disposition
schedule or some other useful file structure will provide and efficient
way to organize, retrieve, delete, or preserve your email messages.
(if your office does not have a records schedule, or you cannot
locate it, contact ________at _______) These simple guidelines are
suggested for the individual email user. If email messages are intended
to be stored on a network server, organization schemes and folder
titles should be set up in consultation with system administrators
and others accessing the network.
Do you have any recommendations for naming
file folders?
When choosing a folder title, it is important to use a name that
accurately describes the messages you will file there (example:
“travel requests and reimbursements FY 2003/2004”). Some
people may find it easier to retrieve specific email messages if
they are filed chronologically. In this case, folders can be set
up by date (example: “March 2004”), but you may also need
to include more information in the email subject line for easier
retrieval. Other personal filing schemes are perfectly acceptable,
as long as they fulfill the function of aiding in the retrieval,
retention, and/or deletion of University records.
What should I include in the subject line of
an email message?
Response Coming Soon...
I’ve exceeded my space quota, what should
I do?
Response Coming Soon...
Should I use this “archiving” feature
that my email software has? How does that work?
Response Coming Soon...
I seem to accumulate a lot of email in my inbox.
Do you have any suggestions for managing my inbox?
Response Coming Soon...
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