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Presentation given in conjunction with migration workshops for UWM's implementation of Office 365.
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EMAIL MANAGEMENT FOR O365 (AND BEYOND)Or, “How I learned to stop worrying and delete most of my email”
THE EMAIL UNIVERSE
Non-RecordTransitoryRoutineOther RecordHistorical
Some caveats:
• Proportions are not exact
• Your specific proportions may differ
• If you need an email for reference, keep it
NON-RECORDS
• SPAM, E-Lists, Emails you’re CCed on, Personal
• May be useful as reference material
• NO OBLIGATION to keep under records law
Non-
Record~70%
ACTION: Delete or Export on receipt
TRANSITORY EMAIL
• Appointments, quick replies (incl. IMs), “memo-level” emails
• Rarely useful beyond initial context (or date mentioned, etc.)
• Minimal retention requirements
Transitor
y~15%
ACTION: Delete when no longer needed
ROUTINE EMAIL
• Ongoing conversations, transactions with customers
• Paper analog: Chrono Files
• Continuing use, but rarely after transaction is completed
• Limited retention requirements
Routine~8%
ACTION: Delete 6 months after end of project/transaction
OTHER RECORDS
• Correspondence with students, financial records, grant info
• Paper analog: “regular” files
• Ongoing active/inactive use
• Retention according to schedule
Other Record~5%
ACTION: Retain for length of associated RRDA, then destroy
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
Historical~2%
ACTION: Export and send to Archives
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
“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!
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
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!
THANK YOUBrad Houston, university records officer
Archives Dept., UWM Libraries
houstobn@uwm.edu
Web: http://records.uwm.edu
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