One person's take on a first step in managing e-mail
 
READ – ACT – DELETE
 
Follow the RAD principle (READ–ACT–DELETE) to manage your e-mail messages.
 
READ - Read the e-mail message.
 
ACT - Take action.  Answer, delete, pick up the phone and call - but do something. 
Remember, if you reply or forward, you will drag the e-mail message with you and a copy will be in your sent box.  A quick phone call may prevent days of e-mail chaining.
 
DELETE - After you take action, delete the e-mail message.  
If it is an info, cc, or FYI copy in which you have no action – delete it.  
Receive a document as an attachment?  Save the attachment to a shared drive or to your hard drive and delete the e-mail.
 
Approximately 60% of e-mail messages can be eliminated at first reading.
 
Up to 30% may be required for periods up to a year (projects, on-going business, etc).
 
Only 10% may be Official Records.  An e-mail declared an Official Record must be moved from the e-mail server and stored in an appropriate record keeping repository where it can be protected and shared in accordance with the value of the record.

Thomas E. Owens
Records and Information Management
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(816) 304-7405

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