email management for office 365 and beyond
DESCRIPTION
Presentation given in conjunction with migration workshops for UWM's implementation of Office 365.TRANSCRIPT
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EMAIL MANAGEMENT FOR O365 (AND BEYOND)Or, “How I learned to stop worrying and delete most of my email”
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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
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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
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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
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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
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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
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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
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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
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“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!
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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
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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!
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THANK YOUBrad Houston, university records officer
Archives Dept., UWM Libraries
Web: http://records.uwm.edu