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Speaker Presentation
Preservation and Access for Electronic College and University Records
October 12 – 13, 2001

Evidence-Based E-Mail Management at UNC: A Search for Best Practices and User Compliance

Dr. Helen R. Tibbo
Tibbo@ils.unc.edu
http://www.ils.unc.edu/tibbo/HRTibbo.htm

1

Thought for the day….

“The end-user manages e-mail.”
-ARMA Guideline for Managing E-mail

2

Primacy of the Individual

3

The Situation

4

University Environment

5

Lack of Recordkeeping Systems

6

A Public Institution

7

Print It Out!

8

Reality Check!

9

Ignorance of the Law…

10

The People

11

Best Answer?

12

Project Goals

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More Goals…

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And… Dissemination

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End User Challenges

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Project Methodology

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Findings from Pilot Survey

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Choice of Daily E-mail Application

2 - Eudora18 - Outlook
1 - Hotmail3 - Outlook Express
1 - Isis8 - Pine
5 - Mulberry7 - Siren
1 - Mutt (Unix)3 - None listed
11 - Netscape4 - Used 2-3 packages daily

19

Importance of E-mail

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How Long Using E-mail?

21

How Many Messages Per Day?

22

How Many Messages in the Old In-box…

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How Many Messages in the Sent File?

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How Many Messages in the Delete File?

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How Much Time Is Devoted to E-mail Management Each Day?

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Is E-mail a Productivity Tool?

27

Percentage of Business Correspondence Done Via E-mail

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When Do Folks Read Their E-mail

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How Do University Folks Feel about E-mail?

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How Do They Feel about How They Are Managing Their E-mail?

31

Organizing E-mail

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Back-up!

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What do Folks Do With Important Messages?

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Just Print and File Paper…

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Just File Electronically

36

Read, Act, Delete Without Filing

37

Keep Message in the In-box

38

What About Those Pesky Attachments?

39

File Attachments in Paper Filing System

40

File Attachments in an Electronic Folder (Word, Excel, etc.)

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Keep Attachments with Original E-mail Message in E-mail Application

42

Conclusions

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Conclusions

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Conclusions

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Future

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