E-mail As the New Database

jira writes "BBC has an article confirming the trend of using inbox as a sort of personal database. At my workplace I can personally attest to the growing sizes of those pst files and an unwillingness to erase any emails because of 'loss of information'." From the article: "The trend has become more pronounced as the services have dramatically increased their storage capacity in response to upstart Gmail offering a free service with 1,000 megabytes (Mb) of storage." Update: 04/22 23:03 GMT by Z : To reflect that the story is at respected news organization BBC, not a BBS.

Why not?

[xtracto]

Personally, I think it is a good idea, I would really like to see Google Implementing some kind of "GDrive", where I can have all or most of my documents, I know there is an ap for doing it in Gmail but, I maybe a Google's service with web page and file browser interface (as cool as their Gmail interface) would be nice.

Of course, I would like it to be free (as all other Google's services), and I would not mind having the ads at the side if for example I have a document (.DOC, .ppt etc) talking about Scotland vacations, I get some ads about vacations.

Re:2120 MB

[DosBubba]

The article was written on February 8th, 2005 or about two months before gmail started their storage increases.

Worst. Submission. Ever.

[michael path]

"BBS has an article confirming the trend of using inbox as a sort of personal database. At my workplace I can personally attest to the growing sizes of those pst files and an unwillingness to erase any emails because of 'loss of information'." From the article: "The trend has become more pronounced as the services have dramatically increased their storage capacity in response to upstart Gmail offering a free service with 1,000 megabytes (Mb) of storage."

BBS = The BBC
pst = Microsoft Outlook .PST
Gmail is no upstart, they're run by Google [google.com]. Gmail currently offers 2121MB (that's Megabytes, not Mb - which is MegaBITS)

This isn't news. This is what Google had in mind when they started the Gmail service.

Re:Correction #2

[Anonymous Coward]

IIRC, their service said 1000 megabytes rather than 1024 megabytes. Anyhoo, it's all a moot point now since the storage keeps rising so we don't need to be concerned with engineering numbers vs. marketing numbers.

A few email tips I try to live by

[prototype]

These are a few tips I've found on the net that I've picked up and try to follow.

• Remember, your Inbox is your Inbox. It's not your To Do list. You don't use your paper inbox as a filing system, do you? (Okay, maybe you do. So how's that working for you, anyway?)
• Block out time to "process" email. And when you do, "process" it. Don't spend more than a minute or two on an email--and don't start down the road of firing off two or three emails for everyone you get, or diving into a project after you get to email 13 ("oh, ya! I owe him a project plan!" or "I should blog about that..."). Put it on your To Do list, and keep processing your inbox. If you can't do that, there may be other kinds of help available.
• Don't use your email as a filing system. And for heaven's sake, don't rescue a co-worker who is looking for something you happen to have tucked away in an email folder. Let them rescue YOU! If someone else owns a document/plan/conversation, let them store it for you. Chances are if you need it, someone else has it.
• Ignore Incoming Email until you have time to process it. Can you imagine if snail mail was real-time? Would you wait by your house's mailbox, and open each piece of junk mail as it came in? Thank goodness it only comes in once a day! And even though you pick it up daily, I bet you process that "inbox" only a few times a week. Change your default view on Outlook to open to your Calendar and Task List, rather than your Inbox. Turn off the popup toast and reminder sound when email comes in. Don't respond immediately to each incoming email.
• Pick up the phone once in a while. You'd be surprised at how much you can get done in a phone call rather than on email.

Outlook makes this a nightmare

[EvilStein]

Ever have to deal with a bloated and corrupted .pst file?

No fun.

Users that like to keep everything on the planet should probably think twice about trusting it all to Microsoft Outlook (or any local POP email client, for that matter)

IMAP rocks. :-)

Re:Managers never delete email

[stevesliva]

At the huge corporation I work for, our company policy is to delete everything by default ASAP. WE have to jump through hoops just to archive stuff for at most two years. The lawyers think this is a great thing because they hate it when executives get their email supoenaed, but us engineers think it's a terrible idea, given how much work and technical discussion is recorded in email.

Re:Correction #2

[LiquidCoooled]

You can't change the accepted use of something mid course and expect people to use it.

If you need to invent a new universal quantity for measuring computer storage, then feel free to use a new acronym, but don't steal existing ones.

(I know this rant is not aimed at the parent poster, more about the shitfit of ambiguity that this subject brings up, and whoever green lighted this as a proposal should be shot. I'll stop now, sorry)

Re:It says something about trends in sw developmen

[switcha]

Only now have companies like MS and Apple finally realised that searching though data is something important. Why has it taken this long?

I'd say metadata, and its acceptance.

When people used to have a couple hundred mp3s or photos, it wasn't a big deal to just operate by file names or date imported. This is completely anecdotal, but I'd guess people are starting to be smarter about tagging their docs, pics, music, etc properly and thoroughly now that your average user is acumulating larger and larger amounts of data. I know with iPhoto and iTunes, I've found that investing the time is a good tagging strategy had made life a lot easier.

Now that users are using metadata, makers of OS's can utilize metadata to make a better product.

Legitimate concerns about Google and privacy

[isolationism]

It was recently brought to my attention (by a more educated person than I am) that by using Gmail I am trusting Google with my personal information -- whatever that may be -- forever. Because deleting something from Gmail almost assuredly means nothing more than a "deleted" flag in a database somewhere, not an actual deleted file.

Of course, after having this pointed out to me it I realised -- "too late" -- that this should have been obvious to me, only I had never bothered to give it any thought.

My point is, thanks for reminding us all of this fact in an appropriate forum. Google fanboys may mod you down but, you raise a very important and relevant point that deserves consideration. I hope I'm not the only one who thinks so.

Re:Most email is crap

[TopSpin]

You know what - changing jobs every couple of years is a nice way to clear out mental, virtual, and sometime physical clutter that is no longer needed.

Truth is this is the only real reason I left my last job four years ago. After six years I had become the go-to guy for every damn thing that computed. My ability to accomplish anything was approaching zero. Now, another half decade later, the same thing is occurring.

As far as email goes my policy is; delete nothing, period. Spam is the only exception. On at least three different occasions in the past ten years I've had to dig hard to find something I wrote years before. In each case I found it and saved my own ass. You can pry my old email out of my cold dead disk, but you best bring plenty of ammo.

Re:Managers never delete email

[Anonymous Luddite]

>> no record of any possible wrongdoing on their part

This is the same reason some people answer emails in person. They don't want it sitting in your mailbox either...

Re:What I would like to see

[Lehk228]

that works great untill someone uses "print" to run it through PDF creator and then sends the data to everyone anyways, and you end up paying for a lot of snake oil.

Re:Mb vs MB

[Queer Boy]

There's no universally accepted abbreviation for byte. Some people use B, some use b.

Yes exactly, and some people type "There going to the store to get groceries." some people type "Their going to the store to get groceries." and some people type "They're going to the store to get groceries."

The only reason why it doesn't seem universal is because people don't always use the right one. That does NOT make it more or less correct.

Re:Worst. Submission. Ever.

[fm6]

Anyone who does not take advantage of this feature, and allows their inbox to grow to hundreds or more megabytes is a damned moron.

Or has a finite amount of time to devote to sorting email.

Try reading your oldest emails

[mnmn]

If you've been collecting emails from a long time, reading your oldest emails are really interesting, a bit like time travel. I checked mail from ~9 years ago, was surprised how immature some subjects were, but was impressed with the writing, I used to write better...

I'd really be interested in my current emails 30 years from now. I wonder if the email companies can 'hide' older mail, and sell them to you years later at a high cost, or to your relatives when you die.

Re:Legitimate concerns about Google and privacy

[Anonymous Coward]

Exactly. Why are people getting all scared just because the storage limit increased? The same privacy concerns applied to email services five years ago when you could only use 6 MB. Nobody raised a hue and cry back then.

Re:Legitimate concerns about Google and privacy

[Anonymous Coward]

Please explain, how is this different than any other web based email account? I hardly ever delete anything from my Hotmail or my Fastmail account, so am I not giving them the same trust that I would on a gmail account?

Re:Managers never delete email

[dotlin]

The weasels who don't want to leave any records of their decisions will later deny what they said. A good defensive tactic when dealing with those types of weasels is to send an email, copying others, on your understanding of what was discussed to ensure you got the correct message.

Example Scenario:

To: [e-mail]
From: [e-mail]
Subject:Schedule Risk for Task A on project deadlines
Date: Wednesday, 10:34 AM

Hi PointyHairBoss,

Because of task B which you just assigned to me today is due next Monday there's a conflict with getting Task A done by Tuesday which will impact our project schedule. Can I start work on task B after task A is completed to reduce this risk?

- - - - -

PointyHairBoss goes by PeeOn's cubicle on his way out at 3:45 PM, golf bag in tow:

PointyHairBoss: Great job on what you're working on PeeOn.
PeeOn: Thanks PointyHairBoss.
PointyHairBoss: We need to work hard together as a team and I'm glad you brought this issue to my attention [...blah blah empty platitudes ...] which is why I'm counting on you to work hard and accomplish both Task A and Task B by the deadlines I promised.
PeeOn: I hear you boss but Task B is an internal make-work task while Task A is on the critical path for our project.
PointyHairBoss: It's important to meet our commitments. I'm sure you'll find a way. [unspoken message: another weekend of unpaid overtime]
PeeOn:: As I mentioned in my email there's not enough time available to do both and Task B has a risk of slowing down progress on task A which will impact our projects overall progress.
PointyHairBoss: I can't spare anyone else for this; I have confidence you can get this done. [Hurry up already; quit your whining; I'm going to be late for my 4:30 PM tee time]
PeeOn: I'm sorry but I'm planning to take this weekend off. It's our anniversary and my wife and I have plans to go out of town. I can only do one of Task A or Task B by their deadline and I think it should be task A.
PointyHairBoss: Yes, well I promised the Grand Poobah that task B would be done by Monday. I'm sure you'll find a way ... blah blah ... [How much longer will I have to natter with this clown anyways.]
PeeOn: Well so long as you realize the risk of delays for task A and you're fine by it then I'll stop working on task A and work on task B.
PointyHairBoss: I'm sure you can find a way to get both done. [Starts walking briskly away.]

- - - - -

To: [e-mail]
From: [e-mail]
CC: [e-mail], [e-mail]
Subject:Re: Schedule Risk for Task A on project deadlines
Date: Wednesday, 6:13 PM

Hi PointyHairBoss,

Just to confirm my understanding of our discussion this afternoon. I need to work on task B as my top priority to get it done by Monday, even if that delays progress on task A and adds a risk to the project schedule.

[original email quoted]

Re:Nothing new here, shall we move along now?

[dascandy]

> The constructive alternative is obvious. Gmail should live primarily on your own disk, preferably integrated with the Google Desktop.

Would that help Google not get your email, or would it help them get all your data?

Re:A few email tips I try to live by

[Rich0]

No question that for many things in-person is better than email.

However, this is not always true. I hate it when somebody leaves me a voice mail that just says to call them back so that they can ask me something.

If they sent me an email, they could explain their problem with a few details, and when I do call them back to explain things to them, I'd actually have answers for them.

Instead, when people leave detailess voicemails or show up in person, they interrupt you and you end up playing 20 questions just so you can start on a 25 minute problem analysis with them sitting on the phone wasting their time.

If somebody wants me to do something for them, I'm happy to help them. However, I'll fit it into my schedule as my priorities dictate, in the most efficient manner, and I won't waste their time with speculation when I could give them a solid answer in 15 minute. Email is great for this.