43 Folders

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Archiving emails - what do you do?

For the longest time I have been the mad professor of email folders, with tons of separate folders organized by subject (particular clients, administrivia, personal, etc.). I have been fairly religious about keeping my inbox empty and use a fairly rigorous system of filters and popfile to tag, categorize, and redirect incoming email into the proper folder.

I've been looking at Merlin's three-folder system as well as Gina Trapani's Trusted Trio action-based system and they make a lot of sense to me.

But one flaw with these systems is they don't account for long-term storage of emails after they've passed through the Action|Hold|Archive process.

So, how do you handle the archiving of email? I run Mac OS X and while spotlight does a pretty good job of finding email, I would assume that at some point having some kind of folder hierarchy is still necessary. Or is it?

jasonechols's picture

Every so often I export...

amoody wrote:
Every so often I export my e-mail out into text files. Each e-mail as a single file. Then I use command line tools or a desktop search tool to find things.

I usually do this a couple of times a year and export things that are > than a year old at that point in time.

Something with my job I learned a long time ago was not to delete anything except obvious junk. I don't know how many times I've had to pull up an e-mail that was over a year old to prove a point to someone and cover my own butt.


Well said, I work in a corporate cubicle farm. I often have to CMA here. So I cannot jettison any email unless it is obvious crap. As a matter of fact, I actually have a folder set up for one individual who seems to always forget previous conversations when something blows up, so I have a "[insert name] CYA" folder for the sole purpose of being able to pull myself out of a crack.

My problem is that the network here is on an exchange server. So i am forced to use Outlook. Does anyone here know of any way or any add-on for Outlook 2003 that does a good job of tagging email (with the ability to add more than one tag). And that allows me to search by tag?

I get too much email as it is. An elaborate system of reference folders is not much better for me than placing it all in one archive folder.

 
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