Steve,
In answer to your query last week on information for an employee to
manage email:

Last year while at UT System, I had a big splash for RIM Month using the
Think Outside the Box theme from ARMA.  Along with a multitude of
activities, each week, I sent an e-records "tip of the week" in email to
all employees.  I have put the contents of each of them below separated
by space.  Perhaps some of this would be useful to you as well.

Mary Hilliard, CRM

Taming your mailbox
*	Set aside time to review sent and received messages 
*	Sort email by date - if it is older than one year, ask the
following questions: 
*	Does it document a business decision?
*	If this were in paper, would it be in a departmental file?
*	Is this the only copy?
*	Why am I keeping this email?
*	Make decisions immediately - letting messages sit wastes your
time and increases the likelihood they will become useless and hard to
find 
*	Delete immediately
o	Personal Messages
o	Junk
*	Forward to others only if necessary (don't contribute to their
"e-glut")
*	Flag and delete when purpose is served
o	Routine action items
o	Meeting notices
o	Information only
o	Meeting minutes (if you are not the chair)
o	Decision information (if you are not the responsible party for
record keeping)
o	Reference information 
*	File in folders according to departmental file plan
o	Final copy of information where you are responsible for keeping
the record copy
o	Information where you are the only sender or receiver at UT
System
o	Email that documents a business transaction, plan or decision
o	Discuss with your departmental Records Coordinator or Department
Head if you are in doubt

Think Outside the Box to create messages that make it easier for others
to manage email
*	Limit each email message to a single subject if possible
*	Use email when it is most efficient
o	For concrete requests, questions and responses
o	Messages that need to be written and read
o	Messages that need to be communicated to multiple people
*	For other casual communication, consider walking across the hall
or using the phone.
*	Use the TO line only for the person who has responsibility to
respond.  Use CC line sparingly and only for those with a true need to
know and who are not required to take action
*	When responding to a group message, think before sending "Reply
to all"
o	Who needs the response?

Use standard descriptive words and date in a subject line or when saving
a file to make email and other electronic documents easier to file, sort
or locate
i.e.       Leave Request March 3, 2006
            Presentation to Records Coordinators 20060203
		Request Purchase Approval for Donut Holes
            Travel Itinerary for St. Louis, June 3 - 5, 2005
            Copy of Contract with XYZ 
            Article FYI only
            Action Required - subject
            Draft Plan for XXX
            Final Plan for XXX
Good folder naming conventions
		Subject
		Subject and date (month or year depending on context)
		Be as descriptive as possible
		Include Draft on draft copies
		When possible, include version number
		Include Final on final copy along with date

With 90% of new records being created electronically and many business
transactions taking place through email, every employee has
responsibilities for records which are listed in the new Records
Management Guidelines.
"Everyone is responsible and accountable for keeping accurate and
complete records of the business activities they conduct. 

*	Keep accurate and complete records of business activities
conducted;
*	Limit personal use of University resources;
*	Clearly separate personal records from business records;
*	Know departmental file plan and follow it;
*	Store records in appropriate locations*;
*	Ensure that electronic business records are stored on network
drives;
*	Maintain files on a regular basis;
*	Work with departmental Records Coordinator to document
disposition of records;
*	Get authorization before destroying paper records or deleting
electronic records other than transitory records and convenience copies;
*	Do not keep convenience copies after the record copies have been
destroyed;
*	Dispose of confidential trash appropriately."



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