Good day all......
With Friday being a slow list day, I thought I would pose the following
question:
What are some of the best practices your organization uses to manage
e-mail?
Here are some of the items I currently have on my list:
Best Practices
1) Upon arrival at TRCA, users will be presented with the policy and
procedures for e-mail management
2) Users will be encouraged to have two or three times a day when they
open their e-mail. As users are fairly fresh in the morning, do not use
this time to open your e-mails. Instead use it to do your more important
tasks. Suggested times are 11 am and 3pm. Let people know that if they
need to reach you instantly, e-mail isn't the way. When it's e-mail
processing time, however, shut the office door, turn off the phone, and
blast through the messages.
3) Users are encouraged to manage their e-mails as they open them. If an
official record, store it within the records area of Laserfiche. If a
transitory record, store it in the folder portion of Notes e-mail or
within the working documents area of Laserfiche. Transitory records are
short term retention of two years. Once open, deal with it!!
4) E-mails stored as official records and within Laserfiche take on the
retention of the folder they are assigned to.
5) When replying to an e-mail message that has attachments, hit the
?reply without attachments?. That way, your sent box volume remains low
and the individual does not receive the attachment they have previously
forwarded.
6) Quota volume is determined by items in the in-box, in the sent area,
within folders in Notes and in the ?trash? area. Remember to periodically
empty your trash.
7) Items stored in the e-mail in-box slows the Lotus Notes system down.
Store them in folders in Notes or within Laserfiche for quicker access.
If you have any best practices which you care to share, please forward
them on to the list.
Thanks,
John Annunziello, ermm
Manager, Records and Information
Toronto and Region Conservation Authority
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