This document provides guidance on effectively managing email for government employees. It outlines responsibilities for distinguishing between official records and transitory emails, and explains that official records, including emails, must be saved. It provides examples of email content that are considered official records or transitory messages. The document instructs employees to save entire email threads and attachments for official records, and to delete transitory emails once their purpose is served. Basic security and privacy practices for email are also reviewed.
This document provides guidance on effectively managing email for government employees. It outlines responsibilities for distinguishing between official records and transitory emails, and explains that official records, including qualifying emails, must be saved. It provides examples of email content that constitutes an official record versus transitory content. The document instructs employees to save entire email threads with all associated metadata and attachments to preserve record integrity. It also provides best practices for email security, privacy, and organization.
Google was founded in 1998 by three people working in a garage. It originated from the term "googol", which means the number one with 100 zeros after it. Within 6 years, the creators had become billionaires by creating the most popular search engine. Google has since expanded to create many popular programs and services, and continues developing new technologies across various fields from energy to medicine to transportation. It processes over 40,000 searches per second and 1.2 trillion searches annually.
This document provides autobiographical information about an individual. It states that they were born on September 10th, 2000 in St. Catharines, Ontario. They enjoy the color orange, technology, driving and nature. Their favorite TV shows are Scooby Doo, Gotham and Scorpion, and favorite games include Monopoly, Clash of Clans and SimCity. They live with their parents, three sisters and two cats in an unknown address near a park and woods. Their family origins are mostly from Ireland and Scotland. They attended Pine Grove Public School and Dalewood Public School before coming to Governor Simcoe Secondary School.
Sydney Mumby was born two months early in Toronto on August 27, 2000 to a paramedic father and former Toyota worker mother, and has a twin sister. She has taken horseback riding lessons for three years at Sherwood Farm, where she rides a horse named Blue, and is involved in robotics, yearbook, and book club at school. Her future career goal is to become a vet, which will require 8 years of university education.
Arturo González del departamento de apoyo de Chasque y Uruguay Total dijo a El Observador que no tuvieron problemas con el virus I LOVE YOU porque recibieron el virus el jueves e inmediatamente agregaron un filtro de seguridad a su servidor para eliminar automáticamente cualquier correo electrónico con ese virus, y hasta el momento ningún usuario reportó problemas.
El departamento de apoyo al usuario de Chasque y Uruguay Total no tuvo problemas con el virus I LOVE YOU porque cargaron un filtro de seguridad en su servidor que elimina automáticamente cualquier correo electrónico con ese virus. Hasta el momento, ningún usuario reportó problemas relacionados con este virus.
This document outlines four laws of set theory:
1) The idempotent law which states that the union of a set with itself is the set itself (A∪A=A).
2) The associative law which states that the order of operations for unions and intersections does not matter.
3) The commutative law which states that the order of sets in a union does not matter (A∪B = B∪A).
4) The distributive law which states that unions distribute over intersections (A∪(B∩C) = (A∪B)∩(A∪C)).
Seguin morris slidedoc general contractorLuc Marcoux
The document describes an electrical contractor called Seguin Morris that aims to complete civil infrastructure projects faster by eliminating call-backs, uncertainties, and delays. It outlines their project management system called S.M.A.R.T. that is focused on accurate estimating, clear communication, thorough documentation, and regular progress updates to keep clients informed and projects on schedule and on budget. Their target projects range from $50k to $3 million and they aim to provide the personalized service of a local contractor with the expertise of a large company.
This document provides guidance on effectively managing email for government employees. It outlines responsibilities for distinguishing between official records and transitory emails, and explains that official records, including qualifying emails, must be saved. It provides examples of email content that constitutes an official record versus transitory content. The document instructs employees to save entire email threads with all associated metadata and attachments to preserve record integrity. It also provides best practices for email security, privacy, and organization.
Google was founded in 1998 by three people working in a garage. It originated from the term "googol", which means the number one with 100 zeros after it. Within 6 years, the creators had become billionaires by creating the most popular search engine. Google has since expanded to create many popular programs and services, and continues developing new technologies across various fields from energy to medicine to transportation. It processes over 40,000 searches per second and 1.2 trillion searches annually.
This document provides autobiographical information about an individual. It states that they were born on September 10th, 2000 in St. Catharines, Ontario. They enjoy the color orange, technology, driving and nature. Their favorite TV shows are Scooby Doo, Gotham and Scorpion, and favorite games include Monopoly, Clash of Clans and SimCity. They live with their parents, three sisters and two cats in an unknown address near a park and woods. Their family origins are mostly from Ireland and Scotland. They attended Pine Grove Public School and Dalewood Public School before coming to Governor Simcoe Secondary School.
Sydney Mumby was born two months early in Toronto on August 27, 2000 to a paramedic father and former Toyota worker mother, and has a twin sister. She has taken horseback riding lessons for three years at Sherwood Farm, where she rides a horse named Blue, and is involved in robotics, yearbook, and book club at school. Her future career goal is to become a vet, which will require 8 years of university education.
Arturo González del departamento de apoyo de Chasque y Uruguay Total dijo a El Observador que no tuvieron problemas con el virus I LOVE YOU porque recibieron el virus el jueves e inmediatamente agregaron un filtro de seguridad a su servidor para eliminar automáticamente cualquier correo electrónico con ese virus, y hasta el momento ningún usuario reportó problemas.
El departamento de apoyo al usuario de Chasque y Uruguay Total no tuvo problemas con el virus I LOVE YOU porque cargaron un filtro de seguridad en su servidor que elimina automáticamente cualquier correo electrónico con ese virus. Hasta el momento, ningún usuario reportó problemas relacionados con este virus.
This document outlines four laws of set theory:
1) The idempotent law which states that the union of a set with itself is the set itself (A∪A=A).
2) The associative law which states that the order of operations for unions and intersections does not matter.
3) The commutative law which states that the order of sets in a union does not matter (A∪B = B∪A).
4) The distributive law which states that unions distribute over intersections (A∪(B∩C) = (A∪B)∩(A∪C)).
Seguin morris slidedoc general contractorLuc Marcoux
The document describes an electrical contractor called Seguin Morris that aims to complete civil infrastructure projects faster by eliminating call-backs, uncertainties, and delays. It outlines their project management system called S.M.A.R.T. that is focused on accurate estimating, clear communication, thorough documentation, and regular progress updates to keep clients informed and projects on schedule and on budget. Their target projects range from $50k to $3 million and they aim to provide the personalized service of a local contractor with the expertise of a large company.
The document provides instructions for writing progress and final reports for a group project. Students must submit:
1. A progress report by November 15th updating their individual contributions and the status of each project.
2. A final report by December summarizing all activities, including an honest assessment of each group member's contributions and the student's own contributions, lessons learned, and relevance to their field. The reports should be in memo format with details on tasks assigned and progress for both the pamphlet and instructions projects.
The document provides an overview of the Scooby-Doo television show franchise, describing that it follows a group of friends who solve mysteries with their dog Scooby-Doo. Key characters like Scooby-Doo, Shaggy, Fred, Daphne and Velma are mentioned. A list of some popular Scooby-Doo television shows and movies from 1969 to present day is also included.
This 3-day conference focused on women in computing. Day 1 involved arriving in Atlanta and having dinner. Day 2 consisted of keynotes on finding purpose and motivation, a panel on graduate school, and research talks on accessible design and ambiguous topics. Lessons included the importance of competence, confidence, learning, relationships, and humor. Day 3's keynote speaker was Dr. Ayanna Howard on lessons from robotics. The document provided summaries of presentations and discussions.
The use of adjectives is essential when trying to describe a noun or pronoun. Good writers and speakers are able to use adjectives to create clear, mental images for the reader or listener.
1) The document describes a study measuring deep drainage and nitrate leaching under advanced and conventional fertigated citrus orchards in Australia.
2) The study installed soil monitoring equipment including tensiometers and ceramic cups at both sites to measure drainage flux and nitrate concentrations below the root zone.
3) Preliminary results for part of the 2007/08 season showed drainage and nitrate leaching rates, which will be used to estimate the percentage of applied nitrogen fertilizer that leached by the end of the season.
This document discusses the position of adjectives in sentences. It begins by defining adjectives and adjective clauses. It then explains that adjectives are generally used in a specific order when grouped together, including: opinion, size, shape, age, color, origin, and material. There are exceptions for some adjectives that can only be used after linking verbs or in front of nouns. The document provides examples of different adjective orderings. It concludes with an activity that tests students' ability to put adjectives in the correct order when describing objects.
This document discusses common mistakes made with plural nouns in English. It explains that there are two types of nouns: countable nouns, which can be pluralized by adding "s", and uncountable nouns, which cannot be pluralized. Some nouns can be both countable and uncountable depending on the context. The document provides examples of nouns that are always plural or end in "s" but are still singular. It concludes by correcting some common mistakes with plural nouns.
The document provides guidance on identifying, organizing, preserving, and managing email records for state employees. It notes that 90% of new records are created electronically and email comprises most new electronic records. It emphasizes the need to identify email that are records versus non-records, and to utilize tools to organize, retain, and dispose of email records appropriately according to retention schedules.
This document provides best practices and guidelines for professional email use including being concise, using proper grammar, responding to emails in a timely manner, using meaningful subject lines, appropriate use of attachments, and properly organizing your inbox. It also covers setting up out of office notifications, limited personal use of email, handling confidential information, project communication standards, and overall email etiquette. 17 golden rules are provided such as being to the point, answering all questions, and avoiding unnecessary capital letters or abbreviations.
This document provides guidelines for proper email etiquette. It discusses the need for etiquette in terms of professionalism, efficiency and liability protection. It outlines essential email elements like addressing, salutation, message text, subject line and signature. Specific guidelines are given for each of these elements. The document concludes with important overall guidelines like keeping emails brief, using proper structure and avoiding abbreviations, jokes or emotionally charged language.
This document provides guidance on formatting and using memos, letters, and emails in a business context. It states that memos are used for internal communication within an organization, especially for more formal topics. Letters are typically sent to recipients outside an organization but may also be used internally for very formal topics. Emails can be used both internally and externally for more informal communication. The document then provides examples and guidelines for formatting elements like date, to, from fields as well as capitalization styles. It also discusses email etiquette and the "Only Handle It Once" or O.H.I.O. principle for efficiently managing communications.
This document provides guidance on effective email skills for business. It discusses best practices for email composition, including keeping messages concise and focused, using a clear structure, and proofreading. Proper email addressing is also covered, such as using the TO field only for required recipients and BCC to protect privacy. The document advises against copying someone's manager without permission and provides tips for organizing and deleting emails to avoid an overloaded inbox.
The document provides guidance on proper email etiquette and best practices. It discusses the key parts of an email like To, Cc, Bcc and Subject fields. It explains what contacts fall under each category and when to use them. The document also covers email formatting, signatures, replying etiquette, forwarding emails appropriately and using clear subject lines. Overall, the document emphasizes keeping emails professional, concise and considering the recipient.
This document provides guidelines for proper email etiquette, including responsibilities of users, activities to avoid, and tips. It states that email should be used responsibly and legally as a business tool. Users are responsible for their email content and actions. The guidelines suggest keeping emails brief, protecting passwords, avoiding offensive content, and not overusing email for personal or non-business matters.
Office 365 Archiving Comparison to DropsuiteDropsuite
When small and medium business migrate to Office 365, they should assess whether its native archiving and eDiscovery tools will meet their business needs. For many companies in highly regulated or litigious industries, the native setup, backup, journaling, retention, restoration, search, storage,
migration and eDiscovery features found in Office 365 may be insufficient. Dropsuite’s cloud backup and archiving products such as Dropmyemail Backup and Archiving for Office 365, can be utilized to fill key gaps in an SMB’s compliance messaging, archiving and message management strategy.
The document discusses best practices for writing business memos and emails. It provides guidelines on memo and email format, including headers, subject lines, and structure. It emphasizes keeping communications clear, concise, and tailored to the intended audience. The document also differentiates between formal and informal communication styles and advises treating all workplace correspondence professionally.
This document provides guidance on tools and best practices for communication. It discusses basic email, including writing effective emails with proper structure and addressing. It also covers client services, emphasizing quick responses, factual reports, and consultation. Finally, it discusses email marketing and differentiating between mass and personalized marketing approaches. The overall goal is to help people become better communicators by analyzing contexts, setting objectives, considering audiences, writing concisely, determining tactics, and evaluating effectiveness.
1. The document discusses various types of business writing including business letters, emails, and the flow of communication in organizations. It describes downward, upward, lateral, diagonal and external communication.
2. Business letters include components like the heading, inside address, salutation, subject line, body, complementary close, enclosures and copies. Common types of business letters are cover letters, recommendation letters, acceptance/rejection letters, resignation letters, and order letters.
3. The document provides guidance on writing effective emails for business including following email policies, using informative subjects, and proofreading. It also discusses mistakes to avoid in business emails.
The document provides instructions for writing progress and final reports for a group project. Students must submit:
1. A progress report by November 15th updating their individual contributions and the status of each project.
2. A final report by December summarizing all activities, including an honest assessment of each group member's contributions and the student's own contributions, lessons learned, and relevance to their field. The reports should be in memo format with details on tasks assigned and progress for both the pamphlet and instructions projects.
The document provides an overview of the Scooby-Doo television show franchise, describing that it follows a group of friends who solve mysteries with their dog Scooby-Doo. Key characters like Scooby-Doo, Shaggy, Fred, Daphne and Velma are mentioned. A list of some popular Scooby-Doo television shows and movies from 1969 to present day is also included.
This 3-day conference focused on women in computing. Day 1 involved arriving in Atlanta and having dinner. Day 2 consisted of keynotes on finding purpose and motivation, a panel on graduate school, and research talks on accessible design and ambiguous topics. Lessons included the importance of competence, confidence, learning, relationships, and humor. Day 3's keynote speaker was Dr. Ayanna Howard on lessons from robotics. The document provided summaries of presentations and discussions.
The use of adjectives is essential when trying to describe a noun or pronoun. Good writers and speakers are able to use adjectives to create clear, mental images for the reader or listener.
1) The document describes a study measuring deep drainage and nitrate leaching under advanced and conventional fertigated citrus orchards in Australia.
2) The study installed soil monitoring equipment including tensiometers and ceramic cups at both sites to measure drainage flux and nitrate concentrations below the root zone.
3) Preliminary results for part of the 2007/08 season showed drainage and nitrate leaching rates, which will be used to estimate the percentage of applied nitrogen fertilizer that leached by the end of the season.
This document discusses the position of adjectives in sentences. It begins by defining adjectives and adjective clauses. It then explains that adjectives are generally used in a specific order when grouped together, including: opinion, size, shape, age, color, origin, and material. There are exceptions for some adjectives that can only be used after linking verbs or in front of nouns. The document provides examples of different adjective orderings. It concludes with an activity that tests students' ability to put adjectives in the correct order when describing objects.
This document discusses common mistakes made with plural nouns in English. It explains that there are two types of nouns: countable nouns, which can be pluralized by adding "s", and uncountable nouns, which cannot be pluralized. Some nouns can be both countable and uncountable depending on the context. The document provides examples of nouns that are always plural or end in "s" but are still singular. It concludes by correcting some common mistakes with plural nouns.
The document provides guidance on identifying, organizing, preserving, and managing email records for state employees. It notes that 90% of new records are created electronically and email comprises most new electronic records. It emphasizes the need to identify email that are records versus non-records, and to utilize tools to organize, retain, and dispose of email records appropriately according to retention schedules.
This document provides best practices and guidelines for professional email use including being concise, using proper grammar, responding to emails in a timely manner, using meaningful subject lines, appropriate use of attachments, and properly organizing your inbox. It also covers setting up out of office notifications, limited personal use of email, handling confidential information, project communication standards, and overall email etiquette. 17 golden rules are provided such as being to the point, answering all questions, and avoiding unnecessary capital letters or abbreviations.
This document provides guidelines for proper email etiquette. It discusses the need for etiquette in terms of professionalism, efficiency and liability protection. It outlines essential email elements like addressing, salutation, message text, subject line and signature. Specific guidelines are given for each of these elements. The document concludes with important overall guidelines like keeping emails brief, using proper structure and avoiding abbreviations, jokes or emotionally charged language.
This document provides guidance on formatting and using memos, letters, and emails in a business context. It states that memos are used for internal communication within an organization, especially for more formal topics. Letters are typically sent to recipients outside an organization but may also be used internally for very formal topics. Emails can be used both internally and externally for more informal communication. The document then provides examples and guidelines for formatting elements like date, to, from fields as well as capitalization styles. It also discusses email etiquette and the "Only Handle It Once" or O.H.I.O. principle for efficiently managing communications.
This document provides guidance on effective email skills for business. It discusses best practices for email composition, including keeping messages concise and focused, using a clear structure, and proofreading. Proper email addressing is also covered, such as using the TO field only for required recipients and BCC to protect privacy. The document advises against copying someone's manager without permission and provides tips for organizing and deleting emails to avoid an overloaded inbox.
The document provides guidance on proper email etiquette and best practices. It discusses the key parts of an email like To, Cc, Bcc and Subject fields. It explains what contacts fall under each category and when to use them. The document also covers email formatting, signatures, replying etiquette, forwarding emails appropriately and using clear subject lines. Overall, the document emphasizes keeping emails professional, concise and considering the recipient.
This document provides guidelines for proper email etiquette, including responsibilities of users, activities to avoid, and tips. It states that email should be used responsibly and legally as a business tool. Users are responsible for their email content and actions. The guidelines suggest keeping emails brief, protecting passwords, avoiding offensive content, and not overusing email for personal or non-business matters.
Office 365 Archiving Comparison to DropsuiteDropsuite
When small and medium business migrate to Office 365, they should assess whether its native archiving and eDiscovery tools will meet their business needs. For many companies in highly regulated or litigious industries, the native setup, backup, journaling, retention, restoration, search, storage,
migration and eDiscovery features found in Office 365 may be insufficient. Dropsuite’s cloud backup and archiving products such as Dropmyemail Backup and Archiving for Office 365, can be utilized to fill key gaps in an SMB’s compliance messaging, archiving and message management strategy.
The document discusses best practices for writing business memos and emails. It provides guidelines on memo and email format, including headers, subject lines, and structure. It emphasizes keeping communications clear, concise, and tailored to the intended audience. The document also differentiates between formal and informal communication styles and advises treating all workplace correspondence professionally.
This document provides guidance on tools and best practices for communication. It discusses basic email, including writing effective emails with proper structure and addressing. It also covers client services, emphasizing quick responses, factual reports, and consultation. Finally, it discusses email marketing and differentiating between mass and personalized marketing approaches. The overall goal is to help people become better communicators by analyzing contexts, setting objectives, considering audiences, writing concisely, determining tactics, and evaluating effectiveness.
1. The document discusses various types of business writing including business letters, emails, and the flow of communication in organizations. It describes downward, upward, lateral, diagonal and external communication.
2. Business letters include components like the heading, inside address, salutation, subject line, body, complementary close, enclosures and copies. Common types of business letters are cover letters, recommendation letters, acceptance/rejection letters, resignation letters, and order letters.
3. The document provides guidance on writing effective emails for business including following email policies, using informative subjects, and proofreading. It also discusses mistakes to avoid in business emails.
Email Is A Killer Application And It Is Killing Me Personal And Enterprise ...Peter Buck
email rules our daily life. Learn personal productivity techniques to lighten your load. Learn how enterprises must establish policies and procedures to provide a framework for user behavior.
The document discusses various types of business correspondence such as business letters, memos, faxes, and emails. It provides details on the purpose and formatting of business letters, including the full block and modified block styles. Examples of a business letter template and memo are also included. Common reasons for writing business letters are described such as to inform, request, thank, or introduce. The document serves as a guide on writing different forms of business communication.
The document discusses best practices for managing electronic records (e-records) in university offices. It recommends treating e-records the same as paper records by (1) identifying which files are official records using criteria like supporting transactions or documenting policies, (2) organizing records in a consistent filing system like folders on your computer, and (3) following records retention and disposition authorities (RDDA) to determine how long to keep records and when they can be destroyed. The document also provides tips for long-term preservation of e-records, such as converting files to neutral formats and storing them remotely.
The document provides email hints and tips for improving email protocol, structure, and security. It suggests keeping subject lines and content clear and concise, using bullet points and short sentences when emails are complex. Tips include moving emails to calendars, customizing search folders, using colors to organize, and creating quick parts and rules to automate responses. It stresses the importance of email security as more users go online.
- The document provides guidance on proper email etiquette for professional communication. It emphasizes making your emails representative of your professional reputation through careful attention to subjects, greetings, grammar, punctuation, size of attachments, and timely responses. Basic etiquette includes using a meaningful subject, greeting the recipient appropriately, having a clear signature, and closing politely. Following these guidelines ensures emails are clear, concise and respectful.
This document provides guidelines for writing polite emails, including:
1) When emailing someone you don't know, include a clear subject line and greeting, keep paragraphs short and direct, and avoid jokes or informal language.
2) When continuing an email conversation, it's okay to leave out greetings in follow-up emails, respond in a reasonable time frame, and trim old messages from replies.
3) Sensitive information like passwords or large attachments should generally be avoided, especially when initially contacting someone.
The document provides guidance on writing effective emails. It discusses the importance of proper email etiquette and outlines the basic parts of an email, including the anatomy of an email, email etiquette, dos and don'ts, and tips for writing clear, concise emails. The objectives are to learn the basic parts of an email, recognize appropriate email etiquette, and understand the basic elements that all emails should include in order to make a good impression.
Electronic messages like email and instant messaging have become important forms of communication in the workplace. The document discusses best practices for writing and sending different types of electronic messages professionally and effectively. It also covers communicating through paper memos and how to properly format memos and emails. Key recommendations include keeping messages concise and to the point, using correct grammar and avoiding humor or sensitive topics. When responding to requests, it's important to directly address the questions or requests in the opening and provide all necessary information.
3. AT THE END OF THIS MODULE YOU WILL:
• Know your responsibilities with respect to the
management of email.
• Understand that email messages can be official
records.
• Distinguish between emails that are official records
and emails that are transitory records.
• Recognize when you must save an email.
• Understand what you need to save.
• Have an awareness of the security side of email.
• Be familiar with some IM email best practices.
4. YOUR RESPONSIBILITIES
• As a GoC employee you are expected to:
– Distinguish between emails that are official records of
business and emails that are “transitory” in nature.
– Regularly delete all “transitory” emails.
– If available, systematically transfer email records to an
official central repository such as RDIMS to ensure
accessibility, appropriate classification and
preservation.
– Understand the basic security and privacy requirements
of email.
5. ARE EMAILS RECORDS?
Yes
Just as paper and electronic documents may be
official records, so may email messages and
their attachments.
6. OFFICIAL RECORDS MUST BE SAVED
Official records document or provide
evidence of a department’s business
activities.
You must save all of your official records.
This means email too
7. EXAMPLES OF OFFICIAL EMAIL RECORDS
• the position of the
department
• business transactions
• approval or evolution of
a document
• information from outside
sources
• briefing notes, directives,
policies
An official email record may contain or demonstrate:
• agendas and meeting
minutes
• work plans, schedules,
assignments and
performance results
• decisions
• final reports and
recommendations
• external deliverables
8. TRANSITORY RECORDS SHOULD BE DELETED
• Transitory records are records that are only required
for a limited period of time in order to complete a
routine action or to prepare a subsequent record.
• You should dispose of or
delete transitory records once
they have served their purpose,
including email messages and
attachments
9. EXAMPLES OF TRANSITORY EMAILS
• duplicate copies of
official records
• draft documents where
all critical content
changes have been
incorporated into a
subsequent document
• casual communications
and personal messages
A transitory email would be a message like one of the following:
• information received as
part of a distribution list
• miscellaneous, “FYI”
notices or memoranda
on meetings, holidays,
charitable campaigns,
boardroom reservations,
etc.
10. But –
if you are ever in doubt about a record’s
status….
Save it!
11. EMAIL AND ATIP
“It is unlawful to delete any email or
document, once a formal Access to
Information or Privacy (ATIP) request is
received or anticipated by the
department, relating to the subject.”
12. EMAIL AND ATIP
• All email is subject to Access to Information or Privacy
(ATIP) legislation
– official and transitory
• It is illegal to delete transitory records that are required
for an active, or anticipated, ATIP request, litigation or
official investigation.
• Also note that personal comments in emails cannot be
removed when providing an email record upon an
ATIP request.
14. YOU SAVE IT WHEN:
• You are the originator
– the person who created and sent the email message.
• You are replying to an email message, thus creating a new
record.
– You must save it as a complete email message (including all
of the original text, your additions and any attachments you
may add).
• You receive an email message from outside the department, and
the following conditions apply:
1. It forms part of a departmental record; and
2. You are the first person from your department named on:
• the “To” field of the email.
• the “CC” field of the email.
15. WHAT EXACTLY MUST YOU SAVE?
The whole enchilada!
Your Goal:
To preserve the integrity of the original
message in content, structure and context
16. TO MEET YOUR GOAL
• Save the entire email with all header/footer information
and all previous messages in the thread.
• Save all associated attachments (unless they are
completely irrelevant to the message).
• Apply your organization’s file naming conventions (if
available) or use meaningful file names when saving
email.
• If available, save your email messages to a central
repository such as RDIMS.
17. BASIC EMAIL SECURITY AND PRIVACY
CONSIDERATIONS
• Information with a designation higher than Protected B should not be
sent via email, saved on network shared drives or in RDIMS.
• The security level of your email is based on the content within the
email and/or the content within the attachment - whichever is higher.
• Do not overlook the physical security requirements of hardcopy emails.
• Be conscious of whether your email contains personal information
about someone and protect that person’s right to privacy.
18. IM BEST PRACTICES IN EMAIL
• Try to keep to one main topic per official email record
to ensure accuracy in filing/classifying the message.
• Use meaningful subject lines that reflect the content of
the email message.
• Use meaningful and descriptive titles on email
attachments.
• Be careful with personal comments and opinions –
they will become part of the record.
19. IM BEST PRACTICES IN EMAIL
• Use signature files for all outgoing email messages
containing official GoC business.
– Signature files should contain:
• Sender’s name;
• Sender’s title (optional but advisable)
• Institution;
• Telephone and fax numbers;
• Postal address; and
• Email address.
– Signature files must be in both official languages.
20. SAMPLE EMAIL SIGNATURE FILE
Look forward to seeing you in November.
Yours Sincerely
Jane Doe
Jane Doe
Project Manager/Gestionnaire de projet
613-123-4567 | facsimile / télécopieur 613-123 4567 |
TTY/ATS 613-123-4567 613-123-4567
doe.jane@hc-sc.gc.ca
Health Canada | 123 Green St Ottawa ON K2P1B2
Santé Canada | 123 rue Green Ottawa ON K2P1B2
Government of Canada | Gouvernement du Canada
21. CONGRATULATIONS!
• You have just completed Managing Email Effectively – an IM self-
study module.
• You may now:
– Test your knowledge with the following quiz.
– Review other IM self-study modules in this series:
• Information Management 101
• Information Security
• Records Management and You!
• IM and the Departing Employee
• Privacy and Personal Information – What Canadians Expect
• Understanding IM Within the Federal Government