Comprehensive Document & Email Management System

Project Plan – Initial Discussion Draft
Project 1: Document Management System (DMS)
Objective:
Create a structured, easy-to-use system for storing, organizing, and retrieving documents.
Phases:
1. Foundation Setup
o Clean duplicates
o Define simple folder structure (Finance, HR, Sales, Projects, etc.)
o Create archive folder for old/unused files
2. Structured Management
o Manage versions (latest copy in main folder, older in archive)
o Apply basic labels (year, client, department)
o Set simple rules for consistent storage
3. Future Expansion
o Introduce AI for auto-classification and de-duplication
o Enable smart search and summarization
o Schedule periodic reviews and archive updates
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Project 2: Email Classification & Management
Objective:
Organize email data into a central, searchable, and action-oriented system.
Phases:
1. Centralization
o Collect all emails (live + archives like PST) into one system
o Maintain threads and attachments
2. Clean-up
o Remove duplicates and spam
o Apply basic rules for junk filtering
3. Classification
o Separate into Tasks, Information, and Alerts
o Group by categories (Clients, Suppliers, Internal, Personal)
4. Workflow Integration
o Convert task emails into trackable items
o Link email data to CRM/ERP for actions and records
5. Future Expansion
o AI-based auto-classification
o Smart search and data extraction (client names, order numbers, deadlines)
o Continuous improvement with user feedback