Yeah I agree with this. Archive everything that I think could potentially have value. Any newsletters or nonsense (before I end up unsubscribing) get nuked. Edit: Login codes and login links as well are clear to be deleted as well.
Any actual two way communication with another human absolutely gets archived. I love myself an audit trail. It's saved my ass more than once.
Just keep everything in your inbox, find recent things by scrolling down, and anything beyond that is basically inaccessible, since the search is so bad
(I'm in camp archive everything, delete nothing; but see the Neither camp frequently in colleagues)
>Archive: Anything you have a feeling might be useful
>Delete: Anything you’re pretty sure would be useless in the future
Basically what I do, but the problem for a certain type of mind is that "might be useful" is a pretty broad category to fall down. "Years and years of Perl mailing lists in case I want to search them instead of SE/PerlMonks/etc." Yeah, in theory. "Any newsletter I haven't ever read?" I mean, in theory I might search for something from 2011. "ThinkGeek purchases from back in the day?" Yes, definitely! So, in practice, just archive, and let your search results be polluted by daily newsletters.
Still, I try and keep Merlin Mann's Wisdom advice in mind:
>Organizing your email is like alphabetizing your recycling.
That being said, though, there's a line that only becomes clearer and clearer as time goes on: family and friends >>> everything else. I'd take a relative's email I didn't want to reply to when I was in college over pretty much anything. Do whatever you need to do to keep that.
And that’s why email compromises are so dangerous- aside from all different accesses tied to emails, there’s also a wealth of information inside the inbox.
I haven't seen this option yet: archive things you think are important, delete things you think are not important, but don't permanently delete anything. Just use archive and trash as folders of differing degrees of importance. If you run out of storage you can manually delete some of the oldest items in the trash and be pretty sure you didn't need those things (but this will never be necessary because who runs out of email storage).
Yeah, I do this too. Folders works pretty well in both Gmail Web and IMAP, but I don't do sub-labels, I just jam them all into folders for Commerce, Friends ( one folder per City), Interests, Family (One folder for each closest relative, so stuff from my Mom's sister goes in the Mom folder.)
I use Thunderbird a lot, so Archive is an anti-pattern (I believe it removes all tags from an email, leaving it only in All Mail. I have All Mail turned off in IMAP because it makes a second copy of everything, which is bad in a 20+ year old mail archive.)
Which camp is it if you don't even look at or read email unless you know there's something specific you need in it? I have 100,000 unread but that's because I did a concerted cleanup sometime in the last couple years. I even unsubscribed to a bunch of stuff. I am planning to tackle it again this month. I've heard of people who use Black Friday as a good trigger on what to unsubscribe from as every company wants to send you something for that.
I use the "baby bear" strategy mentioned in the article. My criteria are something like: archive emails from humans as well as important emails like receipts and invoices; delete advertising emails, newsletters, notification emails, and things that I can just as easily find online.
I leave everything in the inbox and mark unread if I need to follow up. Following up may involve nothing more than a note about the task on my to-do list. I also delete a lot of useless stuff and have never regretted it.
My inbox is (1) things I need to read (2) a big searchable archive of things I might need later. Nothing more, and certainly not my to-do list. So I don't feel the need to do anything more than I'm doing.
Neither for me on the server. I "move" the emails via IMAP(s) to a local folder in Thunderbird. Thunderbird gets backed up to an encrypted NAS. The NAS gets backed up to multiple encrypted external NVME/SSD drives and placed in lock boxes. One lock box ends up in a vehicle. Data not on the server can not be leaked unless legal hold was enabled creating archives outside the visibility and control of the user.
Once we take care of the bulk of emails that way, it's easier making decisions on the items in the inbox. I usually delete if it's some automated email (e.g. calendar reminder, etc). I archive if it's personal or may have some useful information I want to refer to later (e.g. notification that my electricity bill was paid).
But I lie. Even when I "delete", I don't delete. I merely tag it as "deleted". It's always there on my hard drive. Normally when I do a search, I have to specify "and not tag:deleted".
And those quarantined emails? I neither delete nor archive. They just stay there with the "quarantine" tag.
I dislike that the Gmail app on Android only lets you archive an email from the notification; fastmail has both archive and delete buttons.
I'd like to have a retain-for-one-year button, to move things out of my inbox, but not keep them perpetually. I'd rarely delete immediately, and I'd seldom archive for eternity.
I have partial/spotty archives going back to the early 90s, which then turn into a full archive starting in 2004. It's not often but there are plenty of times where it's been useful to be able to dig up some nugget from 20-30 years ago to answer a question. And also, sometimes it's just fun to go on a nostalgia trip
My inbox's default retention policy deletes anything that is more than 90 days old unless it has a tag. Receipts, billing statements, messages from real people that I added to my contacts etc all get tagged and retained. Your newsletters, the OTPs, the appointment reminders all fall into the abyss.
But I personally do not like email as a system of record. My response to 'what if I need to know something about the tires' is that I keep a spreadsheet with everything I do to my car.
I keep emails in my inbox until they are no longer relevant (which may be immediately for some emails) and then 99.9% of the time I delete them. I archive maybe a half dozen emails a year, and delete the rest.
I'm using claws-mail and currently have 53,399 mails in my INBOX and 62,138 mails in my spam folder. I've got a few other mailboxes for mailing lists, some of them 100k entries but I barely read them. I guess I could delete these but my mail folder is only 19.2 GB in size. The storage medium sizes increase so fast that I've never had to delete anything.
People make a big deal about Spike Jonze's extended Black Mirror episode (pretty much) Her, but the one part that sticks to me from that movie is when the AI is introduced, it scans the main character's inbox and comes up with the number of useful emails worth saving.
Personally (not using GMail) I flag messages I do not want to delete, the others got deleted with a bit of step, some after an year, some after 5 years etc. It's not much anyway, but enough to avoid extreme growth.
Mails are PARTIALLY spread in a taxonomy via MailDrop but partially because keeping my filters is tedious...
34 comments
[ 2.5 ms ] story [ 53.7 ms ] threadAny actual two way communication with another human absolutely gets archived. I love myself an audit trail. It's saved my ass more than once.
Just keep everything in your inbox, find recent things by scrolling down, and anything beyond that is basically inaccessible, since the search is so bad
(I'm in camp archive everything, delete nothing; but see the Neither camp frequently in colleagues)
>Delete: Anything you’re pretty sure would be useless in the future
Basically what I do, but the problem for a certain type of mind is that "might be useful" is a pretty broad category to fall down. "Years and years of Perl mailing lists in case I want to search them instead of SE/PerlMonks/etc." Yeah, in theory. "Any newsletter I haven't ever read?" I mean, in theory I might search for something from 2011. "ThinkGeek purchases from back in the day?" Yes, definitely! So, in practice, just archive, and let your search results be polluted by daily newsletters.
Still, I try and keep Merlin Mann's Wisdom advice in mind:
>Organizing your email is like alphabetizing your recycling.
That being said, though, there's a line that only becomes clearer and clearer as time goes on: family and friends >>> everything else. I'd take a relative's email I didn't want to reply to when I was in college over pretty much anything. Do whatever you need to do to keep that.
1. Receipts, bill, utilities, etc. (Sublabel for every company)
2. Friends&Family (Sublabel for every person)
3. School and school related (Sublabel for every person)
4. Government and government related (Sublabel by organization)
5. Random and miscellaneous
It's archive, but somewhat organized
I use Thunderbird a lot, so Archive is an anti-pattern (I believe it removes all tags from an email, leaving it only in All Mail. I have All Mail turned off in IMAP because it makes a second copy of everything, which is bad in a 20+ year old mail archive.)
Delete: Everything
I also maintain an always zero inbox and everything is neatly classified thanks to the power of automation.
My inbox is (1) things I need to read (2) a big searchable archive of things I might need later. Nothing more, and certainly not my to-do list. So I don't feel the need to do anything more than I'm doing.
The most important thing is not what to do with emails in your inbox, but figuring out what should go in the inbox to begin with.
I have a whitelist. Anything not in the whitelist goes into "quarantine". I give some details here:
https://blog.nawaz.org/posts/2018/Sep/solving-my-email-probl...
HN discussion at the time: https://news.ycombinator.com/item?id=18100807
Once we take care of the bulk of emails that way, it's easier making decisions on the items in the inbox. I usually delete if it's some automated email (e.g. calendar reminder, etc). I archive if it's personal or may have some useful information I want to refer to later (e.g. notification that my electricity bill was paid).
But I lie. Even when I "delete", I don't delete. I merely tag it as "deleted". It's always there on my hard drive. Normally when I do a search, I have to specify "and not tag:deleted".
And those quarantined emails? I neither delete nor archive. They just stay there with the "quarantine" tag.
I'd like to have a retain-for-one-year button, to move things out of my inbox, but not keep them perpetually. I'd rarely delete immediately, and I'd seldom archive for eternity.
I have partial/spotty archives going back to the early 90s, which then turn into a full archive starting in 2004. It's not often but there are plenty of times where it's been useful to be able to dig up some nugget from 20-30 years ago to answer a question. And also, sometimes it's just fun to go on a nostalgia trip
But I personally do not like email as a system of record. My response to 'what if I need to know something about the tires' is that I keep a spreadsheet with everything I do to my car.
Archive instead of delete is what we recommend to Inbox Zero customers. As you won’t accidentally delete something important.
But if you really need to claim back that space our tool offers ways to delete the stuff that doesn’t matter.
Mails are PARTIALLY spread in a taxonomy via MailDrop but partially because keeping my filters is tedious...