2006 10 12email101106
TRANSCRIPT
E-Mail ManagementSherry Hilley, Florida League of Cities
Workshop Objectives
Share Information eMail as a Strategic Resource eMail Etiquette eMail Management State Requirements & Guidelines Governance and Accountability Bottom Line
Collaboration
eMail brings productivity gains Reaches the receiver instantly Allows for the speedy sharing of
information and documents 7 trillion emails sent worldwide last
year Average office worker receives
between 60-200 messages a day Inefficiencies – drowning in messages
Strategic Resource
eMail is an essential part of business communication Ease of Use Quick communication of information Instant delivery
Most employees use email as the preferred method of communication
eMail Etiquette
Effective eMail Communication Be clear and concise with message
Don’t be a novelist One page / 10-sentence email Attach word documents for longer
communications Before sending
Reread message Check grammar, words left out and misused words
- Words witch our spilled write butt knot used inn the write weigh - this sentence runs through the spell checker perfectly
Use spell check
eMail Etiquette
Addressing an email ‘To’ - directly addressing ‘Cc’ - indirectly addressing ‘Bcc’ - blind copy unknown to the rest
Use specific subject line descriptions Accurately describe the content
CAS-14757 ver3 – Final Doc CAS-14757 ver2 CAS-14757
eMail Etiquette
Do not write in CAPITALS Do not forward viral messages
Virus hoaxes Chain letters
Attachments Title appropriately Size vCards
eMail Etiquette Avoid short cuts and abbreviations
Generally used for text messages, pagers and instant messages
LOL – laughing out loud BRB – be right back u r – you are
Practice the 24-hour rule when you’re upset
Send message There’s no getting it back Reply or Reply All
eMail Management
How do you enforce email etiquette 1st step – create a written email policy
eMail policy contents Access Acceptable use
Non-business allowed / not allowed Ownership Abuse – Violations Retention Employee knowledge of policy
eMail Management Server Laptop
eMail Management
eMail Management
eMail Management
State Requirements and Guidelines Chapter 119 Florida Statutes Chapter 282 Florida Statutes Chapter 92 Florida Statutes Florida Administrative Code
Rule 1B-24 – Disposal of Records Rule 1B-26.003 – Electronic Recordkeeping
State – Electronic Mail Opinion http://dlis.dos.state.fl.us/
index_RecordsManagers.cfm
State Requirementsand Guidelines
Transitory – short lived messages Retain until obsolete, superseded or
administrative value is lost (OSA) Florida Supreme Court Decision
City of Clearwater versus Times Publishing
Governance andAccountability
Policies System design
eMail messages are public records Classify and file emails Public access Security Retention Disposition
Management procedures End-user training
Bottom Line
Each local government is totally responsible for managing the life cycle of all public records in its care.
eMail Set policy Train Assure data integrity Provide for public access Apply periods of retention Appropriately dispose of records
Questions
Florida League of Cities
• Frank Hagy, CIO
• Mike Taylor, Consultant
• Sherry Hilley, Senior Consultant
407-367-1850