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Best Practices in Outlook for Records Management

By ghyslain.sabourin ·
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?

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great question...

by fighthard In reply to Best Practices in Outlook ...

Does anyone have a solution or suggestion?

I too have the same organizational challenges w/Outlook.

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Rule for Sent Items

by advena_artemis In reply to great question...

If you just want to be able to search in one place, you can try using rules to move items associated with conversations to your Inbox instead of your Sent Items folders. I often use Rules to move all rules (sent and received) to a client folder based on the domain.

Hope this is helpful!

Misty Khan
Advena Artemis LLC - creators of the Huntress Pro add-in suite for Microsoft Outlook.

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Records Management for Outlook

by jausti In reply to Best Practices in Outlook ...

If you haven't already, check out CA Records Manager. Has the ability to deal with email, electronic and physical records. No DMS required. It can integrate with SharePoint. All done with one file plan in one application.

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