Email Management

Why email matters

Every email that is sent or received by a University employee in a business capacity is an official University record. Emails have the same value as any other record – paper or electronic. They provide evidence of the University’s activities while also enabling accountable governance. In addition, emails are subject to disclosure under laws such as The Freedom of Information and Protection of Privacy Act (FIPPA) and The Personal Health Information Act (PHIA).

The different types of emails

There are two main types of emails -business和transitory.

A业务电子邮件支持并提供大学运作的证据。它记录了决定，意见，交易，协议，建议或其他法案。业务电子邮件还可以支持或增加现有记录的价值。必须根据既定的办公室记录惯例和保留时间表保留它们。

Examples of business emails include:

• Final versions of reports and recommendations for internal or external audiences
• Formal agreements, memoranda of understanding and other legal documents
• 教师与学生之间的沟通
• 委员会和工作组的会议记录和议程
• 代表大学的授权，指示和承诺
• 制定和修正政策和程序
• Any internal or external communications related to official University business
• Any type of record that would normally be filed in a paper filing system

Atransitory emailis one with temporary or no business value. What began as a business email may become a transitory email, once a more complete record is formed. Most transitory emails are only required for a limited period of time to complete a routine action or prepare a subsequent record. Others may be entirely unrelated to the University’s activities.

Examples of transitory emails include:

• 用于准备后续记录的文件的草稿和工作副本
• Correspondence captured in a subsequent, fuller communication
• 出于严格方便或信息目的发送的文件
• 用于安排或确认会议或其他活动的消息
• 与大学无关的个人信息
• Messages distributed to a wide audience, such as newsletters and all staff bulletins
• 已经被打印和提交为正式副本的文件副本
• Any document that someone else is responsible for filing and keeping
• Unsolicited or spam messages

Managing and saving emails

Create a file planmade up of a series of folders within the email system. Create folder titles based on common work functions using language that is simple and easy to understand. This will facilitate consistent filing and ensure that the structure is an accurate reflection of work processes. If another filing structure already exists for the management of paper or electronic records, mimic it as closely as possible.

首次阅读时，文件或删除电子邮件。收件箱是垫片，而不是存储的地方。始终如一的文件电子邮件，以使相关记录放在同一文件夹中。

阅读电子邮件后，请考虑以下操作：

• File all business emails in an appropriate folder and save them until they no longer have operational or legal value - follow established office recordkeeping practices and retention schedules.
• Print business emails of high importance and include them in a paper filing system
• 文件暂时电子邮件具有适当的文件夹中的临时业务价值，并在不再需要时将其删除 - 遵循既定的办公记录保存实践和保留期
• 删除个人电子邮件，“垃圾邮件”，新闻通讯和其他暂时记录，一旦阅读就没有业务价值
• 遵循有关以本机电子格式节省电子邮件的既定办公室记录保存实践
• Periodically ensure that all emails of business value have been filed and saved as needed and then empty your trash

重要的提示：如果电子邮件与正在进行的FIPPA或PHIA调查有关，或其他法律或审计措施DO NOT DELETE IT，即使已经印刷和提起。

Protecting personal and sensitive information

Before sending an email, consider carefully whether it will reveal – intentionally or unintentionally – the personal or sensitive information of the University, its employees and students or third parties. Limit the communication of personal or sensitive information to only what is necessary. Send personal or sensitive information only to those who need it to do their job.

记住以下提示：

• 传达个人或敏感信息时使用大学电子邮件系统
• 鼓励电子邮件收件人尽可能使用其大学帐户
• 确保电子邮件仅发送给预期的收件人
• Consider password protection and encryption for attachments
• 适当时使用BCC以避免披露多个收件人的电子邮件地址
• When forwarding an email, make sure that it does not contain personal or sensitive information
• 保密,包括创建一个声明it at the beginning or end of the email
• Consider sharing personal or sensitive information in-person, over the phone, or in a letter
• If personal or sensitive information is received in error, delete the email and empty the trash

Drafting professional emails

Create emails that are concise and provide an accurate reflection of work activities. Unless they are requested or relevant, try not to include personal opinions in emails. An effective email is simple, informative and provides the recipient(s) with just the right amount of information. Stick to a single subject per email.

其他提示包括：

• Use the University email system
• Ensure sensitive emails are going to the right recipient(s)
• Avoid ambiguous terms such as question or general in subject headings
• 仅向需要它的人发送电子邮件 - 除非需要
• Create a new subject line if the purpose or direction of an email has changed
• Include a signature block with a name and contact information