EMail Management

1
E-Mail Management

• Sherry Hilley, Florida League of Cities

2
Workshop Objectives

• Share Information
• eMail as a Strategic Resource
• eMail Etiquette
• eMail Management
• State Requirements Guidelines
• Governance and Accountability
• Bottom Line

3
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

4
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

5
eMail Etiquette

• Effective eMail Communication
• Be clear and concise with message
• Dont 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

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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

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eMail Etiquette

• Do not write in CAPITALS
• Do not forward viral messages
• Virus hoaxes
• Chain letters
• Attachments
• Title appropriately
• Size
• vCards

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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 youre upset
• Send message
• Theres no getting it back
• Reply or Reply All

9
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

10
eMail Management

• Server

• Laptop

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eMail Management
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eMail Management
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eMail Management
14
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

15
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

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Governance andAccountability

• Policies
• System design
• eMail messages are public records
• Classify and file emails
• Public access
• Security
• Retention
• Disposition
• Management procedures
• End-user training

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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

18
Questions

• Florida League of Cities
• Frank Hagy, CIO
• fhagy_at_flcities.com
• Mike Taylor, Consultant
• mtaylor_at_flcities.com
• Sherry Hilley, Senior Consultant
• shilley_at_flcities.com
• 407-367-1850