Friday, February 27, 2015

Reference Requests to Knowledge Base?

I've come across dozens of binders, which contain reference requests and responses from the last 15 years or so.  On one hand, this is great information to have to help me learn more about my new institution and also to prevent duplicate research if the answer has already been found.  On the other hand, being in binders makes it unsearchable, unwieldy, and it takes up a lot of room.

At first, I thought, "There is no way that I will be able to use these efficiently and quickly" and I started to go through to ditch them.  But, the more I saw the painstaking effort of my predecessor to organize these, I realize that maybe it's not a terrible idea to keep them somehow as a knowledge base.  Alas, I turned to the Twitterverse:

Wednesday, January 21, 2015

Easy email archiving for Gmail/Google Apps

I've always seen the value of email archiving, but have never really known how to start.  At my institution, we use Google Apps for Education, which means we essentially use Gmail for our email.  In the past, this has been problematic for email archiving.  But, then this morning, I came across a great Google script to download emails as .pdf files right in to Drive.

The website says:
All you to do is apply the label “PDF” to any email thread in Gmail and the message, along with all the included file attachments, will get saved to your Drive. Unlike the previous options that can only work against individual message, this one can save a batch of messages automatically. Just apply the label “PDF” and a copy of those message would show up in your Drive in few minutes. [link]

After a morning of tinkering, I'm happy to say that it works!  I made an "Archived Emails" folder and within a few hours, all 140 emails were in .pdf form that showed the to/from/date headers and included attachments.