2006 10 12email101106
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2006 10 12email101106

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2006 10 12email101106 2006 10 12email101106 Presentation Transcript

  • E-Mail Management Sherry 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
      • 1 st 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 Requirements and 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 and Accountability
    • 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
    • [email_address]
    • Mike Taylor, Consultant
    • [email_address]
    • Sherry Hilley, Senior Consultant
    • [email_address]
    • 407-367-1850