There was conversation on the ERIL listserv recently about tracking workflows, and storing and sharing information. Pat noted how easy it is to store emails instead of copying the information into another tool, although the downside is that email folders aren’t shareable.
I’m considering saving my emails (save as .eml) to a folder on our library’s shared drive, but I haven’t decided how to organize it: a folder for each letter of the alphabet; formatting the file name to specify date and topic; a search method. I don’t want to proceed without thinking it through, and I also have to consider the possibility that an ERM (when we get one) could handle that kind of archiving. For now I’m keeping everything in my own email folders, and learning the hard way that I should be careful what I delete.
In an earlier attempt at organizing my email folders, I started using the “thread” feature. I tend to keep the most recent email and delete previous messages, unless the later messages don’t include portions of the conversation.
Unfortunately, EBSCO is no longer including quoted, earlier messages in the body of their replies. Even some signatures are being cut off, so I don’t know who has responded to me. This started in early May. According to a rep:
We have recently made an update to our tracking system that causes the previous messages to not be sent out. I have passed your comments on to my administrator, as we are currently seeking feedback on this change.
(He also said they’d look into the signature problem right away.)
I told him I’d like to see the quoted messages return. Although they can get quite lengthy, it’s immensely helpful to have a history of the conversation. I was a little over-zealous with deleting earlier messages, and now I have a follow up from EBSCO about a question I asked… and I don’t remember why I asked it. I don’t even recognize the title.
In that ERIL message, Pat also mentioned that she’s careful about what she deletes. I definitely need to be more selective than I am. Even after a problem is resolved, I should keep the most important correspondence; when it comes up again, I’ve regretted not keeping those earlier messages.