We use Outlook 2003 and we are starting a Records Management service. We do not have SharePoint installed and it will be quite a while before that happens.
Meanwhile, we are to start training and advising our clients on how to best manage their records. I would like any “Best Practices” this community has encountered or developed in reference to proper records management and Outlook.
For example, one issue is printing of e-mails and inserting them in the old file folder under a predetermined file plan. Although it rubs me the wrong way, I can see some of the logic in it if there is no tool or e-process/apps to help with managing these documents. How does one properly print e-mails, threads, attachments and all relevant metadata?
Here’s another one: thread management. If you use Gmail, you’ll know how intuitive this method can be for storing and retreiving relevant records attached to a process without blowing your budget for the next decade on Documentum or some such solution. Outlook does have a way to sort by conversation, but it does not include SENT mail. If I were to store a complete thread into a special folder for a business process or project, I would have to hunt and peck into at least 2 folders – INBOX and SENT for the same process. Not very efficient. Any ideas?