Email Storage Segmentation by Topic Identifier
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Solution Overview
Problem
Existing email storage methods fail to efficiently organize and retain emails by topic of interest, leading to cumbersome retrieval and potential loss due to corporate purge policies, as they often mix emails from different senders and topics in the same storage location.
Innovation Solution
A method that acquires a project file identifier or topic identifier from an email, using it to automatically determine and store the email in a dedicated storage location on a computer storage device, allowing for segregation by subject matter, such as client or project files.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Ease of operation
If emails are stored in the sent folder or single target directory, then storage is simple, but emails from different senders and topics are mixed together making retrieval cumbersome
Solution Approach 1:
The patent segments emails into different storage locations based on topic identifiers extracted from email content. Instead of storing all emails in a single folder, the system divides them into multiple topic-specific folders (e.g., project folders, client folders) allowing efficient retrieval by subject matter while maintaining automated organization through identifier-based routing.
Solution Approach 2:
The patent introduces topic identifiers as an intermediary element between email content and storage location. These identifiers (such as project codes, client names, or subject keywords) act as mediators that automatically route emails to appropriate folders, eliminating the need for manual sorting while enabling efficient topic-based retrieval.
2Reliability
If emails are stored in email program folders, then they are easily accessible, but they are subject to corporate purge policies and may be deleted after 60-90 days
Solution Approach 1:
The patent extracts emails from the email program's internal folder structure and stores them in external corporate file system locations. By removing emails from the vulnerable email program storage and placing them in the corporate file system, the system protects them from email program purge policies while maintaining accessibility through the file system's retention policies.
Solution Approach 2:
The patent performs preliminary action by automatically storing emails in the corporate file system at the moment they are received or sent, before corporate purge policies can affect them. This proactive storage ensures emails are preserved in a secure location immediately, preventing any risk of deletion by email program auto-cleanup functions.
3Ease of operation
If subfolders are created for each sender, then emails from that sender are organized, but one sender's multiple topics are mixed in a single subfolder making retrieval difficult
Solution Approach 1:
The patent applies local quality by organizing emails within topic folders based on their specific subject matter characteristics rather than using a uniform sender-based structure. Each topic folder contains emails with specific subject matter attributes, allowing retrieval based on topic rather than sender. The system creates different folder structures tailored to the specific quality of each topic area.
Data Source
AI summary
A method for saving an email to an electronic storage location is disclosed. A topic identifier located in the email is used to locate a storage location on the electronic storage device for saving the email message. Emails relating to the same topics of interest may be stored in the same storage location.