2006 10 12email101106


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  • 2006 10 12email101106

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