Pre-Conference Sessions

Effective E-Mail Management

Facilitated by Jesse Wilkins, CDIA+

Tuesday, October 13

 

Program Description:
This seminar presents a methodology for managing e-mail more effectively. Learn specific steps for determining whether a message is a record and how to capture and classify that record. Identify how to develop an effective email policy and what should go into that policy. Learn what types of solutions are available to manage e-mail messages and how to select the right type of solution for your organization's requirements.

 

Program Learning Objectives:
Upon completion of this session, participants will be able to:

1. Develop and use a checklist for determining whether a message is a record
2. Describe the steps required to develop and implement an e-mail policy
3. Identify the functionality required to manage e-mail more effectively and select a solution that meets those requirements
   
   

Program Facilitator:
Jesse Wilkins is a principal consultant with Access Sciences Corporation where he focuses on electronic records management, messaging technologies, collaborative tools, and process and system design. He serves on the ARMA International Board of Directors and on numerous task forces and committees. Wilkins has presented at numerous ARMA International and AIIM events from 2003 through 2009. In 2006, he was the recipient of the AIIM Education Award.

 

Developing an E-mail Policy:

Session 1 Description:
Most organizations have an e-mail policy, but it often focuses on HR and security issues. In this session, you will learn the elements to include in a comprehensive e-mail policy, including considerations for records management, discovery, and efficiency. You will also learn about the framework for developing the policy, including research, drafting, and implementation.

 

Session 1 Learning Objectives:  
Upon completion of this session, participants will be able to:

1. Identify the key elements to include in a comprehensive e-mail management policy
2. Identify the policy statement elements to include in an e-mail policy
3. Describe a framework for developing and implementing an e-mail policy

 

Identifying and Classifying Messages as Records:

Session 2 Description:
This session introduces classification concepts and guides you on how to apply them to identify and manage messages as records. Learn how to classify messages using manual and automated approaches, and examine new concepts in classification, including tagging. You will develop a flow chart for determining whether a message might be a record in your organization.

 

Session 2 Learning Objectives:
Upon completion of this session, participants will be able to:

1. List steps to determine whether a message is a record
2. Identify who should be responsible for capturing the record copy of a message
3. Compare and contrast different approaches to classification and determine the appropriate approach for their organizations

 

Selecting and Implementing E-mail Management Technologies:

Session 3 Description:
E-mail has long been considered a mission-critical application for many organizations, but too often e-mail is managed poorly, if at all. In this session, you will identify and describe the various types of e-mail management solutions available, including e-mail archiving, compliance, and discovery. You will learn the different implementation models and the impact of each model on the organization and individual users. The session concludes with a discussion of how to select and implement the most appropriate solution for a particular environment.

 

Session 3 Learning Objectives:
Upon completion of this session, participants will be able to:

1. Identify and describe the various types of e-mail management functionality available
2. Create a checklist for selecting the appropriate technology solution
3. Develop an implementation plan for implementing the technology solution

 

Managing Your E-mail Better - By Managing Less of It!

Session 4 Description:  
This session describes some of the reasons why so many of us are buried in e-mail every day. You will identify a number of approaches for reducing the volume of e-mail you send and receive every day and strategies for getting others in our organization to do the same. Finally, we identify steps for using e-mail more effectively, thereby reducing the time required to manage it.

 

Session 4 Learning Objectives:  
Upon completion of this session, participants will be able to:

1. Label the different types of information received as e-mail
2. Identify and describe different approaches for reducing the volume of e-mail sent
3. Implement steps for using e-mail more effectively

 

Outside the Inbox: Collaborating More Efficiently Without E-mail

Session 5 Description:  
E-mail is the best collaboration tool available - except for just about everything else! Too many organizations try to fit their collaboration square pegs into the round hole of e-mail. But there are better ways to collaborate. In this session you learn about a number of alternatives to e-mail for collaboration, including blogs, wikis, Twitter, and social networking. We describe use cases for each tool and how each stacks up against e-mail. The session, and the workshop, will conclude by describing steps to manage each tool as required by the records program.

Session 5 Learning Objectives:  
Upon completion of this session, participants will be able to:

1. Identify and briefly describe blogs, wikis, Twitter, and social networking.
2. Explain use cases for collaboration with each tool
3. Compare and contrast the benefits of each tool compared to e-mail
4. Describe considerations for managing each tool as part of the records program

 

 

Pre-Conference Sessions sponsored by: