Dangers, Responsibility, Etiquette

E-Mail

Prepared By: Brian S. Nelson, Vice Chancellor, Legal Affairs and General Counsel Lone Star College System

E-Mail: Quick Facts● In 2014, there were an estimated 600 billion e-mails

sent each day ● Of those emails – 70% are “spam”

Rule of Thumb● An e-mail is a document. Do not put in an e-mail

something you would not sign as a letter or memo.

What does the “E” in e-mail stand for?● Evidence ● Exhibit ● Embarrassment

Example● -----Original Message-----

From: Sent: Monday, October 19, 2009 7:34 AM To: Subject: RE: FREN 1412 course etiquette Even though he's a certifiable _______ , she can't just cut him off. Non-compliance with class etiquette requirements is another sort of problem to be dealt with in another way - if he's mentions lawsuit again we'll have to move to another level, though.

E-Mail: Dangers● No reasonable expectation of privacy. Anything that is put

into e-mail becomes permanent.

● E-mail that is sent, received or stored on public server is discoverable and may be used against the entity.

● Inadvertently sent messages, it is easier than not to send confidential information to the wrong sender with the click of a mouse.

● Unlimited accessibility allows for dangers in security and e-mail fraud

E-Mail: Responsibility● E-mail is not an alternative to casual conversation.

● Treat as formal communication. E-mails sent from public accounts should be regarded with the same care as a formal memorandum or letter.

● Always assume that e-mail contents can be published for the world to see without your consent.

● Know when not to use e-mail.

● E-mails are subject to Public Information or Freedom of Information Acts.

E-Mail: Responsibility● When not to use email. ● Confidentiality is critical

● Message is likely to become extremely detailed and long.

● You need to confer with several people at once.

● You need to deliver bad news to one or more people.

E-Mail: Responsibility● Texas Attorney General Decisions ● Institutions of higher education are subject to the

Texas Open Records Act, and records in their custody are available to the public unless excepted by a provision of the act or by some other law.1

1Attorney General Opinion No. JM-37

E-Mail: Responsibility● Texas Public Information Act

● The Public Information Act (hereinafter “The Act”) applies to records regardless of their format. It includes information that is maintained in paper, tape, microfilm, video, electronic data held in a computer memory, as well as other mediums specified under law.1

E-mails sent/received are subject to the Texas Public Information Act.

1 TEX. GOV’T CODE ANN. § 552.002 (Vernon 2004).

E-Mail: Etiquette ● General Etiquette ● Respond to the e-mail you receive. ● Never convey anger, use profanity, make racist, ethnic,

sexist or other potentially derogatory remarks. ● If you cannot reply quickly, let the sender know. ● Be professional!

E-Mail: Etiquette● Formatting errors ● Spell check ● Do not type in all caps ● Use proper punctuation ● Avoid slang ● Importance of salutations and closings. ● Use of signatures. ● Use of abbreviations. ● Use a proper, meaningful subject header.

E-Mail: Final Thought

Remember: “E” in Email stands for

● Evidence ● Exhibit ● Embarrassment

E-mails are a direct representation of you.

Prepared By: Brian S. Nelson,

Vice Chancellor, Legal Affairs and General Counsel Lone Star College System

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