Business Continuity - 4 Steps to Clean Up Your Email

Are you a Data Hoarder?

... here are 4 Steps to cleaning up your act

Chances are your using your email for communication, reporting, replying to RFIs, sending documents, sending videos or photos and much more than email was originally intended for. We now have many more choices other than email that are far more efficient for sharing documents such as DropboxBoxOneDriveiCloudEvernote etc.

Soon enough you may hit your storage quota if you're in the cloud or if you have an on premise system your IT Manager may need to increase system infrastructure which could mean downtime and extra costs. The cost of all this data can end up becoming a large percentage of a company's ICT budget in terms of appliances and administration just to hold and manage this data without any analysis.


Step 1 - Do you really need email?

Is it that important you need email? Can you just use an instant messaging service. Rethink your business model. If you need continuity of service and a backup of all your messaging then stick with email, if not then you could possibly do without it.


Step 2 - Choose your Cloud storage

Sign up with cloud storage service like Dropbox or the others above. Choose the one which suits your business or personal needs better.

  • Dropbox is quick and simple to use and also has some pro / business accounts with a range of security features for team collaboration.
  • Box is more suited for medium to large organization collaboration.
  • iCloud integrates with Apple devices predominantly and others.
  • OneDrive integrates with Microsoft devices predominantly and others.
  • Evernote is what I call an archive of your brain, which you can retrieve with an endless amount of tags.

Note: some of these apps integrate with each other.


Step 3 - Setup Public Folders for sharing

Setup some heirarchal folders within your public folders. Have a think how you would do this manually and then just replicate it in your cloud service. For instance you may create folders such as:

  • Public-Folder-Clients
  • Public-Folder-Suppliers

with sub-folders such as:

  • Drawings
  • Specifications
  • RFIs
  • Photos
  • Videos

However you set them up, do it in a consistent fashion that suits your personal style.


Step 4 - Break the habit!!!

It'll be tough but you need to break the habit of using email for everything. Try to refrain from using email to send files. The next time you need to send a file to someone upload it to your cloud service and share it from there. (Each one of the cloud services have a Frequently Asked Questions area to help you with sharing).


So What?

You're now using something designed for big data in an efficient personal way.

Your files are being backed up.

You have an organised and more efficient method of storage which you have access to nearly everywhere.

You have the ability to share these files, and dependent which service you are using you have the ability to collaborate on the files in real-time with others.

Some of these cloud services will even help you search for text within your documents.


What if you could analyze this data and find some gold nuggets or needles in the haystack?

Interestingly enough all this data is part of the Big Data Cloud. Once you have a few people working for you this amount of information can get out of hand.

Well you can, however don't be confused or led to believe that a quick fix or a standard business intelligence system will do the trick. As soon as your data is spread across multiple file formats and systems you need to consider Big Data methodologies from a trusted partner.

If you would like to understand how PALAMIR can help you with Big Data consulting and analytics or if you need help with making sense of your data whether its a mammoth amount of PDFs, structured data or unstructured data assistance, then drop please drop us a line at .

PALAMIR ... making sense of BIG DATA