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Electronic Mail (E-Mail) Etiquette

Electronic Mail (E-Mail) Etiquette. Electronic Mail (E-Mail). Under the Freedom of Information Act, members of an agency (employees) who send email messages to one another that are equivalent to having a live discussion of the topic, are actually having a “meeting” about that topic.

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Electronic Mail (E-Mail) Etiquette

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  1. Electronic Mail (E-Mail)Etiquette

  2. Electronic Mail (E-Mail) • Under the Freedom of Information Act, members of an agency (employees) who send email messages to one another that are equivalent to having a live discussion of the topic, are actually having a “meeting” about that topic. • Therefore, if documentation about that topic is requested under FOIC, emails can be included.

  3. E-mail (page 2 of 6) • When drafting an email message, keep the following in mind: • Be factual • Write as if your email will be released to the public. • Compose your message as if you were drafting a letter • Do not draft your message as if you were simply carrying on a conversation with a person in the same room with you.

  4. Email (page 3 of 6) • Consider using a “label,” such as “DRAFT” or “DRAFT – subject to further revision” or “Confidential.” • Do not insert the recipient’s email address in the “To” line until you have finished the message completely, ensuring the message is: • complete • grammatically correct • typo-free; and • one you will not regret sending!

  5. Email (page 4 of 6) • Some email format recommendations: • Do not use all capital letters. • Do not type one big run-on paragraph. Break it up with white space so that it’s easy on the eyes and easier to read. • Do not use fancy fonts or italics. • Use at least 12-point type. • Don’t insert happy face and other emoticons.

  6. Email (page 5 of 6) • “Send” is the most dangerous button on your computer. • “Reply to All” is the second most dangerous button. • Although some systems provide a “Recall previous message” tool, do not expect to always recall what you sent. • Deleting an email message does not truly remove it from the system.

  7. Email (page 6 of 6) • IM, text messaging, and voicemail are also considered electronic messages and fall under the same rules as email. • Most electronic messages have limited value and can be deleted immediately upon receipt. • Employees need to know that electronic messages sent as through ASD’s email system are not “private” but are discoverable communications, may be subject to FOIC, and admissible as evidence.

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