I've Got E-mail! Lots of It! 21COFH Week 39

So much for getting my e-mail system written up and posted "tomorrow"! This has been a challenging week to say the least. Without further delay here are my e-mail comments.

I have opted to keep genealogy related emails both in gmail and on my computer. Here's the workflow:

• After reading an incoming e-mail, I save it (or the entire thread, if we have been corresponding back and forth).  Pdf is the format I have settled on. That way if any files have been attached, the filename and often a thumbnail of the image are included. Since pdf is an accepted standard today, it should be around for years to come. I understand Rich Text Format (rtf) is another good format to save in.

• Next, I add tags to the metadata which might include surnames, localities and general topics (such as military, land, etc) as appropriate. I can use the description field to include additional information, including a citation, if appropriate.

• Where? There are a couple options here. One is to save under the surname of the individual I'm corresponding with. Another option is the surname of the subject family we are discussing. Since I have a correspondence folder under each surname, that's the folder it goes in.

• What about attachments? I've decided to go into the metadata, create a source citation, provenance or whatever is appropriate and use tags. Then the attachment is filed just as any other document or photo would be: in a surname or locality folder. I still have a way of tying the attachment and the e-mail together because of the citation included in the attachment and the pdf automatically includes the attachment info.

• Once I'm done processing the e-mail (it sounds complicated but it really only takes minutes) and making any notes or inputting to my genealogy software, I will add tags/labels to the e-mail and file it in the appropriate surname, locality or subject folder in gmail.

Confession time. I get really far behind with this and make a point of plugging away as I am able. When I do, I am rewarded because I can easily find what I'm looking for. Motivation to try and stay caught up!

Oh yeah, one more thing. Sometimes I print this stuff out and file it. There's times when an item is so important it just needs to be on paper too!

How about you? How do you handle your genealogy related e-mail?

URL for this post: http://turning-of-generations.blogspot.com/2012/09/ive-got-e-mail-lots-of-it-21cofh-week-39.html

Photo credit: Nieve44/La Luz

 © 2012, copyright Michelle Goodrum

21COFH - E-mail! Week 39

This week we are going to spend some time organizing our e-mail. Don't worry about getting to "Inbox Zero." Although it's nice to dream about, some of us have a ways to go before we get to that point. This week just try to make some progress and if you haven't already, set up a system or work flow.

Here are some questions to ask yourself:

1. Do you want your family history related e-mails to reside in the "cloud," on your computer, or both?
2. If they are to live on your computer, what format will they take? PDF? TXT? Or another format?
3. How will they be organized?
4. For e-mails living in your e-mail program (gmail, yahoo, etc.), how are you going to organizing them. Or will you?
5. What about attachments? How will you handle those?
6. Is this a very important e-mail? Perhaps it needs to reside in several places. Use the LOCKSS principle where appropriate. (LOCKSS = Lots Of Copies Keeps Stuff Safe)

Don't forget you may need to analyze some of the information in those e-mails and enter that in your genealogy data base.

Remember you don't need to get all of your email cleaned up this week. Just get a system going, if you haven't already, and make some progress.

Questions? Comments? Blog posts of your own? You know what to do!

Now go out and conquer. Any progress is good progress.

Check back tomorrow for my approach.


URL for this post: http://turning-of-generations.blogspot.com/2012/09/21cofh-e-mail-week-39.html

© 2012, copyright Michelle Goodrum