Emails can quickly pile up in everyone's inbox. Here are a few transitory records that are easy to delete. Sort or search by specific keywords, and if the supporting transaction has been completed, delete it.

  • number 01ARIBA notifications
  • number 02Workday notifications (also any PERMS, OPUS, OWLS or older system notifications)
  • number 03ProCard/CTA authorizations (ProCard/CTA Payment Reminder Deadline)
  • number 04UW-related newsletters (UW Today, UW Insider, POD, Procurement News, Meany Center, etc.)
  • number 05Industry newsletters & announcements
  • number 06Announcements (e-outage, UWPD alerts, doughnuts in the break room, etc.)
  • number 07Junk, Deleted Items, Clutter folders. These collectively represent a security, litigation, and focus risk.
  • number 08Sort your inbox by CC: If you have to act on anything or track the conversation, save the email into the appropriate folder; otherwise, delete.
  • number 09Drafts, whether attachments or in the body of the email
  • number 10Confirmations
  • number 11Calendar invitations and acceptances, meeting announcements, and meeting agendas
  • number 12Requests for general information (What are your office hours?, What's the registration deadline?, etc.)

Congratulations! You made it through the first level of difficulty! Ready for your next challenge? Let's tackle some records that have passed their longer, defined retention period and are eligible for deletion.

  • number 13Emails with a 1-year retention period from Dec 31, 2018 & earlier (incident reports, building security, reference letters for students, etc.)
  • number 14Calendar items older than 1 year (Dec 31, 2018 & earlier)
  • number 15Search for attachments in email: Save important files to a shared drive and delete the email.
  • number 16Display emails by conversation to identify the final message in a string that needs to be retained. Use sorting to identify duplicate emails that can be deleted. Refer to our resource on Outlook conversation cleanup.
  • number 17Emails or webforms that have already been entered into a database or spreadsheet. Once the data entry has been verified for accuracy, the initial email/webform can be deleted.
  • number 18Folders on your shared drive that have met their retention
  • number 19Personnel records for employees who left your department in 2016 & earlier
  • number 20Close outdated Slack (and other team communication platform) channels. Refer to our resource on managing Slack & other tools.

It's surprising how these twenty categories can represent so many emails. How many did you delete? Enjoy your leaner, meaner email for 2020.