Herding Cats: Managing with Electronic Documents

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Herding Cats Managing with Electronic Documents
Part 2 Managing and archiving email in GroupWise

• How a better organized computer and email in-box
  can help you save time, money and paper

Presented by Dena Gazin, PaperCuts Coordinator,
Seattle Public Utilities
September 2006
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Agenda

• GroupWise Introduction
• General Layout
• GroupWise Cabinet
• Creating and managing folders
• Saving and organizing emails
• Archiving email
• Accessing archived email
• Emails and printing

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GroupWise - General

• Overview on folders and archiving only
• http//inweb/personnel/training/schedule.asp
• http//inweb/personnel/training/materials.asp
• GroupWise 6.5 Toolbar

Graphic thankfully used with permission (GW 6.5
training manual)
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GroupWise - Layout
Graphic thankfully used with permission (GW 6.5
training manual)
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GroupWise Cabinet Introduction

• Used to sort and store messages
• Looks similar to Windows Explorer
• Does not automatically save will self-delete in
  45 days like all email
• Use naming conventions

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GroupWise Creating Folders

• Right-Click on the Cabinet
• Select New Folder
• Youll now see the Create Personal Folder Dialog
  Box (below)

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GroupWise Creating Folders II

• Enter the Name of the Folder in the next Window
  click Next

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GroupWise Creating Folders III

• Click Finish ignore everything else.

• The New Folder appears under the Cabinet.

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Cabinet Adding Messages

• Highlight message you wish to move/save
• Drag and drop email message into folder

• Set up folders just like you did with Windows
  Explorer
• Now instead of searching through hundreds of
  emails by subject or author, you can quickly
  access via an email folder
• Can archive either individual emails or an entire
  folder (next slide)

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GroupWise - Archiving

• Archive protects items from being Automatically
  Deleted. Depending on your job requirements, you
  may need to use the Archive feature to Save
  E-Mail Messages to Keep Records of Substantive
  City Business.
• You can archive individual emails or entire
  folders!

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GroupWise How To Archive

• Locate email (or folder) you wish to Archive and
  highlight
• Right click on message (or folder) and select
  Move To Archive
• Message (or folder) disappears and is sent to
  your Archive
• Helpful Hint
• I send myself calendar reminders at the start
  of each year, reminding me to archive at the
  start of each month.
• You can archive either from the main GroupWise
  mailbox (right pane) or from a folder (on left).

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GroupWise Opening Your Archive

• To open your archive
• Method 1
• Click on Online above your mailbox Name and
  select Archive
• Method 2
• Click on File and select Open Archive

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GroupWise Navigating the Archive

• You can always tell if youre in the Archive as
  it will say
• (Archive) Novell GroupWise Mailbox
• To un-archive any message
• Highlight message and right click
• Click on the checked Move to Archive
• This unchecks the box and moves the
• message back to your Inbox
• This email still falls under the 45-day rule!
  If you dont archive again by the end of the day
  you will lose the message!

• To return to mailbox, uncheck Open Archive

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GroupWise Saving to your computer

• How to save an email message or attachment to
  your pc (public folders)
• Save as word doc (pros and cons)
• Save as image (pros and cons)
• Cut and paste into .txt (pros and cons)
• Step by Step instructions on PaperCuts website
  (http//www.seattle.gov/papercuts) and will be
  emailed to you with survey

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GroupWise What Not to Keep

• Rule of thumb If someone else has it, you dont
  need it
• Not all email needs to be saved
• What can be deleted
• General City or Dept. all notices
• Notices from IT
• Requests for general information
• Personal emails
• Remember Delete after you read!

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GroupWise Fine Print

• City Employees Should Retain Electronic Records
  That Contain Substantive City Policy - This is
  equally true for both paper and electronic
  records, regardless of the format (e.g. Word,
  e-mail, Excel.)
• Most Records are Subject to Public Disclosure -
  Like most paper records, most electronic
  documents generated for a City purpose, are
  subject to the State open records act (RCW
  42.17.250). A useful rule of thumb is that
  electronic records, including e-mail messages,
  should be composed with the same care given a
  comparable paper memorandum.
• Scope of Requirement - For all routine/non-policy
  notes, messages, or transmittal letters
  short-term retention in the employees mailbox is
  sufficient. All policy correspondence and reports
  (either messages or attached files) should be
  archived on individual hard drives or on the City
  Light server.

• Retention of Electronic Records from -
  http//sclweb/dpp/misc/EMailuse.htm

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Emails and Printing

• 11,000 approximate number of City of Seattle
  employees (regular, part-time and temp)
• If everyone prints just one email a day
• 11,000 sheets x 5 55,000 sheets a week
• 55,000 x 52 weeks 2,860,000 sheets a year
• Thats 5720 reams. This is more paper than the
  Legislative Dept., Personnel, and the Dept. of
  Neighborhoods combined.
• Bottom-line If everyone can print one less page
  per day, the City will save nearly 3 million
  sheets thats more than 1.5 Space Needles! (953
  ft. to be exact)

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Cat Herding

• Just like it is possible to herd cats, it is
  also possible to manage electronic information!

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Thank you!

• City of Seattle training websites
• http//www.seattle.gov/papercuts/
• http//inweb/clerk/RecordsManagement/
• http//inweb/technology/employee_services/elearnin
  g.htm
• http//inweb/personnel/training/materials.asp
• http//sclweb/training/ City Light
• http//dpdwinw113/dpdweb/HR/Home/index.htm DPD
• http//spuweb/HRTraining/default.htm SPU
• http//inweb/sdot/hr/training.htm SDOT

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