@David: This was in 2011 so maybe we should ask him to update his experiences...Max??
It's strange that something as ubiquitous as emaisl shoudl cause so many problems. For my personal emails I'm still using the same scheme you mentioned. I have a Google Apps account that gathers all of my email messages from the various accounts that seem to poliferate over the years. I use Outlook and Google Sync on all my personal machines, which means that all of the machines always re-sync when I power them up (and keep resyncing whilst powered up) and any actions like email messages that I send, receive, delete, whatever on one machine are replicated on all of the others.
I also have my UBM/EETimes notepad with my firstname.lastname@example.org email account -- that has to be handled seperatly (sad face)
Fortunately I am not as famous as you or Max so I don't need to think about this sort ot thing, but Max seems to have found a good solution. This was in 2011 so maybe we should ask him to update his experiences...Max??
I like using thunderbird. This allows for multiple accounts and lots of sub folders. For mailing lists, I have search patterns which sort the list into it's own digest folder.
Thunderbird sets up a local fork, which is an accountless email client. Useful when working with IMAP hosts. It is also possible to set up additional headless POP accounts. Works good for archival mail.
Sent and received messages can be copied to these headless account folders, where little icon allows the correspondence to be see in a threaded view.
I keep a folder named sync, for temporary messages or when I am traveling and need to download emails.
@Spike_johan: Interestingly, this is what most trainee engineers suffer from in their first couple of years. "If you didn't write it down, you'll forget it" and "If you didn't write it down, you didn't do it". It is through hardship do they understand the importance of physical documentation. Going tech-savvy is good, but in order to build a technology, paper documentation is required.
I like to document my work with the help of a simple technique: locality of reference. This means that I keep at hand those things that have equal importance to a project, even if I don't use them. Not only that, I label each section using the alphabets A,B,C etc, and write a summary of contents on top of every label. If I need a document on Software Post Processing that has been labelled in "T" and if the topics Software String Management in "Z" and Software Code Debugging Models in "R" are equally important to the project (even if they are not needed), I group the labels T,Z and R together.
@DrQuine - The challenge of documentation is that it is usually intended for retrieval in the future.
What I have found using the smaller one inch binders is that this size works for keeping the quick reference stuff. The few pages of the data sheet one needs to access quickly like the pinouts and footprints. I also keep the schematic, and BOM in these thin binders. I like to think of these as aking to the "pocket program guide." for easy quick reference.
Size does matter here as I like to reference some of these as a bedside reader. The photograph was taken literately on my bed. This size is also useful in the bathroom. Granted one can take the laptop, or phone into the loo (head or necessary) Given that most of these now have Orwellian cameras on them, I am not sure I want to do that. Or for this natural engineering and salty sailor talk topic to continue.
@Karen - My folders are quarantine, sandbox and guff. Then there is the evenMoreGuff folder. Disks and now thumb drives that I sneaker net with are called Noah, and ark. These then go into quarantine.
I can't pretend that I have any good methods for capturing and maintaining documentation, but I do love the file management system an engineering friend of mine has: I was leaning over his shoulder recently while he was working on his laptop and I noticed he had three folders on his desktop: crap, more crap, and even more crap. He told me that was where he stored the "important" content!