In message <[log in to unmask]
ad.gre.ac.uk>, at 13:39:11 on Thu, 16 Jan 2020, Tony Mann
<[log in to unmask]> writes
>In universities, "The thing about records is they belong to the
>organisation, not the individual..." is slightly complicated. As an
>academic I have received emails relating to my personal research, which
>I do as part of my University job, but which contain information which
>I would expect to take with me if I moved to another institution. I
>have emails relating to the journal I edit, which I do as part of my
>University job, but which relate to the journal and not to the
>University. (And similarly for conferences I organise, and academic
>organisations and professional bodies I belong to, etc.) Some of these
>emails, such as those relating to a book project, need to be held for
>some years
As a long time contractor and part-time worker, also as a member of
numerous committees and workgroups belonging to diverse institutions
(all over the world) for my own sanity when it comes to multi-tasking, I
make sure I have folders set up which as far as possible filter all my
incoming email into the most appropriate.
As a trivial example, currently I'm using a folder which is set up with
the rule <geek alert, but it's formed automatically by my email client>
/^(resent-)?(to|cc|bcc)\s*:.*[,\s<]data\-protection@jiscmail\.ac\.uk
([>,\s]|$)/h | /[<:](owner-data\-protection|data\-protection-
request)@jiscmail\.ac\.uk>$/f
I hope even non-geeks can pick a bit off those bones to see why it could
appropriate for this list.
Any which evade the filters can be moved on arrival by hand, or even
might prompt one to update the filter.
Then I can run an appropriate data retention/deletion scheme for each
folder. The most broad brush being "delete after x days, unless
individually marked with a 'keep' flag". Which flag has a simple user
interface the same as read/unread, and can be set when you first read
the email.
If this all sounds complicated, then so is keeping a filing cabinet with
dozens of hanging files, rather than sticking everything into one
extremely big shoe-box and stirring occasionally.
And if Outlook isn't the right tool (and it's certainly not right for
me), there are others.
--
Roland Perry
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