[gnso-rpm-wg] Message from the Co-Chairs Regarding Email List Management

Paul Tattersfield gpmgroup at gmail.com
Fri May 5 20:17:22 UTC 2017

Hi Mary,

One thing that ICANN could do that would really help in finding documents
sent as attachments would be to modify the mailing list software so it
doesn't add a

gnso-rpm-wg mailing list
gnso-rpm-wg at icann.org

to emails.

Example here: http://gpm.info/msg.txt (txt copy of an example ICANN email).
Scroll to the bottom to see the added text or see email-1.png attachment.

The reason why it would be very helpful to remove this text is because what
happens in many email clients is this information gets stripped off as a
separate attachment. Where there are lots of emails this makes it very hard
to quickly locate emails with attachments that contain useful information.

This can be seen in the email-2.png attachment. In this you can see:
(a) the arrow on the left hand side points to the emails with a paperclip
indicating an attachment (22 of 24 the emails)
(b) the circle on the right around the attachment from Massimo ATT00067.txt
(240B) which only contains

gnso-rpm-wg mailing list
gnso-rpm-wg at icann.org

which is also shown circled in notepad.

(c) the email from Julie which is the only email in that screenshot which
has a real attachment worth reading!

Many thanks,


On Fri, May 5, 2017 at 6:02 PM, George Kirikos <icann at leap.com> wrote:

> Hi folks,
> On Fri, May 5, 2017 at 12:34 PM, Mary Wong <mary.wong at icann.org> wrote:
> > We welcome your responses, and in particular your suggestions for how we
> can
> > narrow our discussion points at any given time and encourage members to
> stay
> > focused on the main point under discussion -- while also accommodating
> the
> > fact that there is some substantial interdependency between the issues we
> > are grappling with.
> I had a few suggestions:
> 1. I suggest that folks try to trim the quoted emails that they're
> responding to, in order to shorten the length of the text to just the
> relevant/essential part(s) of the prior emails (as I just demonstrated
> above), plus anything new they wish to contribute. It makes it a lot
> easier to follow the threads, especially when some of the threads
> included 50+ prior emails within the body of the message. It also
> improves searching one's own email archives, to generate fewer matches
> when searching for something (e.g. if I searched for specific text,
> I'd currently find that text not only in the original email, but also
> in dozens of followup emails, making it tougher to find what I'm
> looking for).
> To pick a random example, see how the following message has "+1" as
> the "new" text:
> http://mm.icann.org/pipermail/gnso-rpm-wg/2017-May/001945.html
> but one would really have a hard time figuring out what's being
> supported, unless one read all the prior messages included below that
> new text.
> 2. Sometimes it's worth changing the Subject line of the email
> entirely, especially to make it easier to find things later when using
> the web-based archives. There are numerous emails in the archive for
> May 2017:
> http://mm.icann.org/pipermail/gnso-rpm-wg/2017-May/date.html
> concerning "Agenda and documents for Working Group call this week",
> but the actual content of some of those messages concernsabout policy
> discussions (e.g. about GIs, etc.), so the subject line could have
> been changed to reflect that.
> 3. Some of the "legal disclaimers" that are included automatically at
> the bottom of emails perhaps can be removed entirely (e.g. "This
> message is confidential, blah blah blah"), to further reduce message
> length. This is a public mailing list, and is archived on the web. For
> those who've setup a dedicated email address/account for ICANN mailing
> lists, that's easy to do. For those who are currently using just one
> email address for business and ICANN-related matters, it might be wise
> to consider creating a separate email address for public mailing
> lists.
> Have a great weekend, everyone!
> Sincerely,
> George Kirikos
> 416-588-0269
> http://www.leap.com/
> _______________________________________________
> gnso-rpm-wg mailing list
> gnso-rpm-wg at icann.org
> https://mm.icann.org/mailman/listinfo/gnso-rpm-wg
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