manage emaileff
TRANSCRIPT
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Managing Email Effectively
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Managing email effectively is your responsibility
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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.
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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.
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ARE EMAILS RECORDS?
Yes
Just as paper and electronic documents may be official records, so may email messages and
their attachments.
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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
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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
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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
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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.
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But – if you are ever in doubt about a record’s
status….
Save it!
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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.”
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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.
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WHO IS RESPONSIBLE FOR SAVING AN OFFICIAL EMAIL RECORD?
You are
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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.
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WHAT EXACTLY MUST YOU SAVE?
The whole enchilada!
Your Goal: To preserve the integrity of the original
message in content, structure and context
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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.
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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.
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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.
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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.
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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 [email protected] Canada | 123 Green St Ottawa ON K2P1B2Santé Canada | 123 rue Green Ottawa ON K2P1B2Government of Canada | Gouvernement du Canada
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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