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If you file your emails into folders in your email program you're wasting your time, according to a study by IBM Research. The 345-user study found that people who used the search function in their email program could find relevant emails as easily as those who had categorised each email into folders. Finding emails by searches took on average 17 seconds, versus 58 seconds finding the emails by folder. The likelihood of success - that is, finding the intended email - was no greater when it had been filed in a folder. "People who create complex folders indeed rely on these for retrieval, but these preparatory behaviours are inefficient and do not improve retrieval success. In contrast, both search and threading promote more effective finding," the study said.

Trying to prevent leaks by employees or to fight off hackers only helps so much. Powerful forces are pushing companies to become more transparent. Technology is turning the firm, long a safe box for information, into something more like a sieve, unable to contain all its data. Furthermore, transparency can bring huge benefits. "The end result will be more openness," predicts Bruce Schneier, a data-security guru. It may be useful to think of a computer network as being like a system of roads. Just like accidents, leaks are bound to happen and attempts to stop the traffic will fail, says Mr Schneier, the security expert. The best way to start reducing accidents may not be employing more technology but making sure that staff understand the rules of the road-and its dangers. Transferring files onto a home PC, for instance, can be a recipe for disaster. It may explain how health data have found their way onto file-sharing networks. If a member of the employee's family has joined such a network, the data can be replicated on many other computers.

At EMC, instead of starting long e-mail threads, employees can check updates about a project on a Jive page, search for relevant materials, and download the files as they need them. Sales representatives looking for insight about a competitor can query the "competitive community" on EMC's internal social network and get an answer as they walk to a client meeting, Pappas says. The company also now uses Jive's tools externally, to augment user-support forums and to create community or "affinity" pages for clients that use EMC software.