>>
I would be interested in learning what innovative approaches and tactics
companies have implemented to address this issue in lieu of additional
technologies.
<<
Although I would not consider them innovative, here is a sample set of
instructions to staff for Filing emails. (Sample assumes organization
uses Outlook, and does not have an EDMS):
Steps:
1. On your toolbar, click "File," then "Save As."
2. In the Save box, find the "Save as Type" window at the bottom
and select "Outlook Message Format (*.msg)."
3. Rename the email with the date first, and a title that
accurately describes its content.
4. File it in the appropriate network folder.
Or
1. Open the Project Folder via My Computer.
2. Open Outlook.
3. In Outlook, click "Restore Down" (the box in the upper right
hand corner between "Minimize" _ and "Close" x.
4. Drag the email(s) into the appropriate Folder.
5. Rename the email with the date first, and a title that
accurately describes its content.
FAQ's:
1. Some emails don't seem important. How do I know which emails to file?
Ask yourself if the email content documents the project in any way.
Does it deal with a real project Issue? Decision? Approval? If it does
not relate to your project, you do not need to file it in the network
project file.
2. Do I have to file every email in a string?
Not necessarily. If there is a final email in a string that contains
the entire relevant conversation and closes that subject, you can opt to
file only that one email.
3. If more than one person is included in the email, who files it in the
network folder?
Depending on the project team, the senior project member involved
should file it. If the project has a Project Secretary, the team may
elect to cc the secretary on all emails, enabling the secretary to file
all emails.
4. Can I delete emails from my Inbox and Sent Items after I've filed
them on the network?
Yes, as long as they've been filed in their proper network folders.
5. Do I have to print out emails?
No. The email is more accurately documented by saving it in its
original electronic format. Print it out only if you have an operational
need for a hardcopy. File the hardcopy only if you've added notations
that document the project.
END
Gary Link, CRM
Pittsburgh, PA
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