20090416 ARMA Central MO, "Developing an Email Management Policy"

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    20090416 ARMA Central MO, "Developing an Email Management Policy" - Presentation Transcript

    1. Creating an Effective Email Policy Central Missouri Chapter Jesse Wilkins April 16, 2009
    2. ELEMENTS OF AN EMAIL POLICY
    3. Email policy
      • Critical requirement for effective
      • governance
      • Provides broad policy statements
      • Should be included in broader communications or IT policy
      • Lots of references and
      • examples available
    4. Email policy elements
      • Every organization’s email policy will be different
        • Public vs. private sector
        • Regulatory requirements, both horizontal and vertical
      • There are some common areas that should be addressed
    5. Policy elements
      • Purpose
      • Scope
      • Definitions
      • Policy statements
      • Procedures
      • Responsibilities
      • References
    6. Purpose and scope
      • This policy has three purposes:
      • Establish definitions relevant to the email management program
      • Describe usage policies relating to email
      • Describe security and technology policies relating to email
      • Scope: This policy is applicable to the entire enterprise.
    7. Definitions
      • Uncommon terms
      • Common terms used in an uncommon fashion
      • Acronyms and abbreviations
    8. Acceptable usage
      • Most common element of email policies today
      • Typically addresses things NOT to do:
        • Obscene language or sexual content
        • Jokes, chain letters, business solicitation
        • Racial, ethnic, religious, or other slurs
      • May address signature blocks
        • Standardization, URLs, pictures
    9. Effective usage
      • Guidance on writing emails
        • Wording and punctuation
        • Spell check and grammar check
        • Effective subject lines
      • Guidance on email etiquette
      • Guidance on addressees
    10. Personal usage
      • Whether personal usage is allowed
      • Any limitations to personal usage
      • Separation of personal and business usage within individual messages
      • Personal email account access
    11. Ownership and stewardship
      • Whether email is considered to be owned by the organization
      • Responsibility for stewardship of messages, both sent and received
      • Privacy and monitoring
      • Third-party access
    12. Retention and disposition
      • Email is a medium, not a record type or series
      • Email messages can be records
        • Subject to open records/FOIA, discovery, etc.
      • Other information objects can be records
        • Calendars
        • Read receipts/bounces
    13. Legal issues
      • Email can be subject to discovery
      • Assigns responsibility for communicating legal holds
      • Describes whether or not email disclaimers will be used and how
      • May outline privilege issues
    14. Encryption and digital signatures
      • Outlines whether encryption is allowed
        • What approaches available for encryption
      • Whether digital signatures are allowed
        • What approaches to use
    15. Mobile and remote email
      • Most often found as part of general policies for remote workers
      • Requirements for mobile
      • devices
      • Requirements for web-based
      • access
      • Synchronization and
      • login requirements
    16. Archival
      • Addresses whether email will be archived
      • Addresses whether personal archives will be allowed
      • May address backups – but backups are not archives
    17. Security
      • Attachment limitations
        • Whether they can be
        • sent at all
        • Size limitations
        • Content type limitations
      • Attachments vs. links
      • Content filtering
      • Encryption and DRM
    18. Procedures
      • Detailed instructions for complying with policies
      • Each of the policy statements will have one or more procedures
      • May be specific to process, business unit, jurisdiction, application
    19. Responsibilities
      • Responsibilities for policy development and maintenance
      • Responsibilities for compliance with policy
        • Managers
        • Users
        • Specialist staff
    20. References
      • List any references used to develop the policy
        • Internal strategic documents
        • Records program governance instruments
        • Publications
    21. DEVELOPING THE EMAIL POLICY
    22. The policy framework
      • Approach to developing and implementing a policy
      • Ensures that policy development is consistent with organizational goals
      • Ensures that policy meets legal and regulatory requirements
    23. 1. Get management support
      • Policy development requires time and energy from users and stakeholders
      • So does policy implementation
      • Ongoing compliance will require
      • auditing and communication
      • None of this happens without management support
    24. 2. Identify stakeholders
      • Policy should address the entire enterprise
      • Stakeholders should include:
        • Business unit managers
        • End users
        • Legal, RM, IT
        • External customers and partners
      • What changes are being introduced?
        • Processes, technologies
      • What are the desired outcomes?
      • What behavioral changes should result?
      3. Identify the goals of the policy
    25. 4. Conduct the research
      • Legal research
      • Organizational research
      • Public research
        • Standards and guidelines
        • Benchmarking
      • Consult with similar
      • organizations
      • Analyze the results
    26. 5. Draft the policy
      • Collaborative and iterative process
      • There are a number of resources available to provide an email policy framework
      • These are starting points
      • and need to be customized
      • for your requirements
    27. 6. Review the policy
      • Review by legal, HR, users
      • Ensures it is valid
      • Ensures it will work within existing organizational culture
      • Change management
    28. 7. Approve the policy
      • Policy is reviewed by business managers, senior management
      • Complete revisions as necessary
      • Approve the policy
    29. 8. Implement the policy
      • Communication
      • Training
      • Auditing
      • Monitor for compliance with policy
      • Solicit feedback about policy
      • Provide refresher training as required
      • Consider whether to retain
      • previous versions of the policy
      • Plan for periodic review and maintenance
      9. Once the policy is live
    30. Questions?
    31. For more information
      • Jesse Wilkins, erm m , emm m , ecm m
      • Access Sciences Corporation
      • (303) 574-0749 direct
      • [email_address]
      • http://informata.blogspot.com
      • http://www.accesssciences.com/blogs
      • Twitter: jessewilkins

    + Jesse Wilkins, CRMJesse Wilkins, CRM, 7 months ago

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