- Responsibility and Authority - The Administrative Services Manager
is responsible for the proper coordination, content and accuracy of this
- E-Mail - a way of sending electronic
messages between computers that are attached to both internal networks
and global Internet networks.
- FTP - File Transfer Protocol - a way of
transferring files from one computer to another across networks.
- Procedure -
- All information/data and communications
of any nature on any Agency maintained system is deemed to be the
property of the Agency and may be accessed, utilized, deleted or
otherwise controlled exclusively by the Agency. No individual utilizing
Care's system shall have any rights of privacy on the system.
- The rise in the use of e-mail as a
business communication tool has been fueled by the ease with which
messages can be sent. That same ease, however, can result in
inappropriately informal or impulsive e-mail messages. Guidance to
Do not write
anything in an e-mail that would not say in person;
Do not enter
into agreements over e-mail without the same checks and balances used in
traditional hard copy agreements;
Do not write
e-mail messages about sensitive topics such as employee disciplinary actions,
negotiations or legal actions;
Do use care to
create a concise and professional-appearing e-mail message.
- The Agency does not
tolerate the use of the e-mail system for the purpose of distributing
potentially offensive or inappropriate messages/materials, including but
not limited to mass mailings, movie clips, jokes, cartoons, executable
programs, and discriminating or harassing mail. Messages falling into
these categories must not be forwarded or stored on the Community Care
e-mail service. Disciplinary action may be taken as indicated in the
Professional Conduct procedure (7.MEP.8) for those violating this
- Best Practices: Community
Care considers email as an important means of communication and
recognizes the importance of proper email content and speedy replies in
conveying a professional image and delivering good services.
Therefore the Agency� wishes users
to adhere to the following guidelines:
Write well-structured emails and use short,
Community Care�s email style is informal. This
means that sentences can be short and to the point. You can start your e-mail
with �Hi�, or �Dear�, and the name of the person. Messages can be ended with
�Best Regards�. The use of Internet abbreviations and characters such as smileys however, is not encouraged.
Signatures must include your name, job title and
company name. A�� disclaimer will be
added underneath your signature (see Disclaimer).
Use the spell checker before you send out an
Do not send unnecessary attachments. Compress
attachments larger than 200K before sending them.
Do not write emails in capitals.
Do not use cc: or bcc: fields unless the cc: or
bcc: recipient is aware that you will be copying a mail to him/her and knows
what action, if any, to take.
If you forward mails, state clearly what action
you expect the recipient to take.
Only send emails of which the content could be
displayed on a public notice board. If they cannot be displayed publicly in
their current state, consider rephrasing the email, using other means of
communication, or protecting information by using a password (see
Only mark emails as important if they really are
Emails should be answered at least daily or once
each shift, whichever occurs first.� �
Priority emails are emails from existing clients
and business partners.
Users need to request permission from their
supervisor and IT before subscribing to a newsletter or news group.
Delete any email messages that you do not need
to have a copy of, and set your email client to automatically empty your
�deleted items� on closing.
- Message attachments of 5MB or less may
be sent as e-mail attachments; consult IT for larger attachments.
- All individual e-mail accounts will be
limited to 40MB in size.
- All messages over 90 days should be
archived or purged according to the guidelines established for the record
- Messages that should be archived should
be exported to a local drive on the individual's personal computer or to
a shared network drive. IT performs backups on a daily basis for the
purpose of system recovery only. Individual messages will not be restored
from these backups.
- Distribution lists should generally be
limited to 30 recipients or less. The Administrative Services Manager
must approve wider distribution requests.
- Net News messages should be deleted at
least weekly; wastebaskets should be emptied of contents at least weekly.
- Community Care
employees conducting Agency business by e-mail shall use their assigned
e-mail account exclusively. The use of a non-Care e-mail account for
official Agency business is prohibited.
- Although the Agency�s
email system is meant for business use, Community Care allows the
reasonable use of email for personal use if certain guidelines are
Personal use of email should not interfere with work.
Personal emails must also adhere to the guidelines in
Personal emails are kept in a separate folder, named
�Private�. The emails in this folder must be deleted weekly so as not to clog
up the system.
The forwarding of chain letters, junk mail, jokes and
executables is strictly forbidden.
On average, users are not allowed to send more
than 2 personal emails a day.
Do not send mass mailings.
All messages distributed via the company�s email
system, even personal emails, are Community Care�s property.
disclaimer is automatically added to all outgoing email:
"This email and any files
transmitted with it are confidential and intended solely for the use of the
individual or entity to whom they are addressed. This
message contains confidential information and is intended only for the
individual named. If you are not the named addressee you should not
disseminate, distribute or copy this email. Please notify the sender
immediately by email if you have received this email by mistake and delete this
email from your system. If you are not the intended recipient you are notified
that disclosing, copying, distributing or taking any action in reliance on the
contents of this information is strictly prohibited."
4. The installation of any non-approved software
that alters the appearance or function of Care's e-mail is prohibited.