DATABASE
Email Policy Idea
Gary Hibberd
02.16.2000
Rating: -4.00- (out of 5)
Simple idea but really effective use of the "About This Database" in mail.
At our company we needed to ensure that the company email policy was taken
serious by everyone and that know one could claim ignorance.
What I decided to do was simply edit the mail template that all mail files are
based upon and put our policy into the "About This Database" document.
I also included an action button to open this next to "New Memo" and "Reply".
If the policy ever changes the information is seen when the user next opens
their mail file.
This is a really simple thing to apply and works a treat. Administrators won't
be need to re-send the policy every few weeks or have it deleted once sent.
To give you a starting point I have included our email policy and tips and
tricks which we use.
I hope you find this useful.
Gary
Code
Please adhere to the following policy rules when using E-Mail within this
company :
Do not use E-Mail for purposes such as selling things. There is a Company
Noticeboard by the old staff restaurant for personal notices.
Manage your E-Mail account, please. Delete old and unwanted E-Mails and make
sure that you store messages in Folders rather than in the Inbox.
The "All Users" List should only be used by the Directors, Business Service
Desk, Facilities Management or the Lotus Notes Team. If you have a particular
reason why you need to send an "All Users" message then you should first of all
send the contents of the message to BSD for approval. Once the contents has
been approved then you will be given permission to send the message out.
For those of you who need to use the "All Users" List, DO NOT put a receipt on
messages to this list.
Messages regarding Virus must only be sent via BSD or the Lotus Notes Team. If
you have information regarding a virus please inform BSD.
Anyone found sending or receiving material which is considered unsuitable, such
as pornography, will be treated as an act of gross misconduct and may face
disciplinary action which may lead to summary dismissal.
Anyone found sending or receiving material which is non-work related may be
treated as a disciplinary offence.
E-mail should not be used to transfer large amounts of data inside or outside
the company. Place shared information in a central location and point people
towards it.
E-mail accounts are routinely monitored for non-work related mail. Any mail
found can and will be removed. If the material is considered unsuitable such
as pornography this will be dealt with as per point 6 above.
Do not launch attachments unless you are sure what they contain or who they are
from. We make every effort to stop virus coming into the company but everyone
is expected to do there part.
Do not enter into "chain" E-mail If you receive an E-mail requesting that it
be forwarded to all your friends, colleagues please ignore it and report the
matter to the help desk. Do not forward the E-mail as it may contain a virus.
The following summarises some guidelines in the use of E-Mail :
Anyone who receives over 20 messages a day becomes almost totally unproductive.
The interruptions, the time taken to read, to formulate a reply, to manage an
E-Mail account all use valuable time in the working day. Limit your E-Mails to
essential items only and do not copy to non-essential recipients.
The guiding principles should be relevance, brevity and clarity.
Set up your own Private mailing lists for people you frequently E-Mail.
Be very careful about putting receipts on messages. This doubles the amount of
messages sent around the network and often brings no real benefit.
Give your messages a clear title. This allows people to delete the message if
they feel it is not relevant to them without having to read the whole thing.
Detach any files you are sent and delete the message from E-mail.
Do not allow others to use your E-mail account. You can set up access to your
E-mail account by creating rights via a "Delegation Profile". Instructions on
creating this profile can be provided on request.
E-mail is a tool provided by the company to facilitate carrying out your
duties - DO NOT ABUSE IT !!!!
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