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City of Tacoma
E-mail: Guidelines for Use

Computer systems, network utilities and electronic mail are powerful business tools. These systems are designed to foster open and efficient communications.

The Electronic Messaging System, like paper files and notebooks, is an asset provided to staff to assist them in performing their work efficiently. These tools, and the work product they contain, are the property of the City. Please use your good judgment as you use the electronic mail system.

Under Washington law the City’s ability to keep electronic mail private is extremely limited. It is probable that the City will be required to provide public disclosure of most e-mail messages. Additionally, staff may view other's electronic mail messages, the recipient may route the message to others. Even in circumstances where such a message may be kept confidential, that protection may be waived if the document is released in some way. You should assume that any message may be viewed by persons other than the recipient and FORMAT your messages accordingly. Further, you should assume that any e-mail could be disclosed under public disclosure laws and consider that fact in drafting the communication.

Background (Getting The Message Across)

Electronic mail, or e-mail, is unique. Once sent, it will wait for the recipient for hours or days. It is more tangible than voice mail and faster than paper mail. By saving copies of messages and responses, a record of communications can be built and saved. It also is useful for sharing documents in electronic form.

The unique qualities of electronic mail make it an extremely useful tool in the business place. For those who spend much of their time at a desktop computer or a terminal on a network, e-mail can provide an immediate messaging service and mailbox.

Minimum Guidelines

Privacy vs. Public Disclosure Issues

All e-mail messages are considered to be public records and the public has the right to examine public records. Therefore, if you are concerned about public disclosure or internal disclosure, e-mail should not be used as a communication tool.

Confidential and sensitive issues such as performance reviews, disciplinary actions, and similar information should not be communicated via e-mail. If a communication must be private, use interoffice mail and mark it "personal and confidential." E-Mail may be used to communicate with the City’s Legal staff, but should be marked as a "Confidential and Privileged Attorney Client Communication" or "Attorney Work Product", as appropriate. If you are in doubt check with Legal or do not use E-Mail.

Acceptable Uses

The e-mail system is for City of Tacoma business purposes. Employees are required to comply with the City of Tacoma Code of Ethics. Ordinance 22842, Section 1.46.030-H-1 states: "No City personnel shall use, request, or permit the use of City motor vehicles, equipment, materials, or property, except in the conduct of official business."

Unacceptable Uses

Personal Business

Use of e-mail should be reserved for official City business and not for personal use.

Language And Behavior

Racism, sexism, and other inappropriate behavior are not tolerated at the City. It is also not tolerated in the e-mail environment. If you receive such messages, please forward them to the e-mail Network Administrator and to your manager. If you send such messages, expect to have your manager notified.

Some people will send an angry e-mail message; one that they would never say in person. Take a minute before you enter an e-mail message. Be careful about what words you use and how you say them. Remember that messages can be printed or forwarded. Do not say things you will regret later.

Recommendations

Alternatives To E-Mail

• Bulletin boards are a better way for making announcements such as retirement parties or broad policy statements.
• Telephones provide a more immediate response and can be a better way to make initial contacts with people.
• Newsletters, such as Newsline, Take 5 and other newsletters, are better ways for conveying general information and want ads.
• Memos and internal mail are best for sending specific policy statements, financial forms, and documentation.
• The US Postal Service, UPS, Federal Express and other such companies are the best way to send and receive external business documents.
• And, one-to-one meetings are still a good way of communicating information.

Messages

E-mail is best for short messages. A message of one to five paragraphs or one that takes only one screen is most likely to be read and used.

When composing your message, take a few extra seconds to think of an accurate description of the message to put in the subject field. Titles such as "???" or "more stuff" are less useful than "Network Questions" or "New Uses for Bulletin Board System."

If you are sending e-mail to someone you have not met or dealt with in a long time, it is a good idea to let them first know who you are and why you want their attention. ("Hi, I work for Purchasing and have a question about...")

Attachments

The attachment feature of e-mail programs allows you to send files, such as spreadsheets and formatted documents to other computer users. When you send attachments, be certain that the receiver can read them. Just because a document can be attached to a message does not mean that the person at the other end can read it. For instance, if you attach an Excel spreadsheet to an e-mail note and the recipient of the note does not have Excel on their PC, then they will not be able to open the attachment.

If you regularly work with the same people on the same document (a monthly report, for instance), you may want to set up a shared file service rather than use e-mail attachments. This takes a little effort to set up but is much more efficient in the long run. Contact your PC support person for initial set up.

One way to spread a computer virus is through embedding them within e-mail attachments. Be certain that you know where the e-mail originated from before attempting to open an attachment to avoid becoming infected. The City has a site license for McAfee virus scanning software that will automatically scan attachments as they are opened. Your PC support representative can assist you with its installation.

Internet Web Addresses

While it is not always possible to verify, attempt to ensure that Web links contained in mail messages do not point to "unacceptable use" Internet addresses. Another way to catch a computer virus is through the Internet. Be certain that you know the source of the e-mail before clicking on a an embedded Web link contained within an e-mail message. Again, having McAffee virus scanning software installed on your PC will offer protection against potential viruses.

Spam E-mail

Spam e-mail is unsolicited, typically un-wanted broadcast e-mail received through the Internet. It is typically used to market products, but has also been used for pyramid schemes or chain e-mail. If you are the victim of a spam attack, do not forward the e-mail on to another user and do not respond to the originator. This will only confirm to the attacker that your e-mail address is a valid one. Instead, notify Information Systems who will track the spamming activity and follow through with the appropriate authorities as necessary.

Mail Lists

Mailing lists, called Personal Groups, are a useful tool. If you are working and exchanging mail with a group of people on a regular basis, a Personal Group allows you to send the same message to all of them by entering only one address.

You may want to build a Personal Group that will target your regular or special group of mail recipients! The Help File accessible through your e mail can help you set up Personal Groups.

"Junk" Mail

"Junk" e-mail is inevitable. Try not to generate it yourself by limiting your general broadcasts. Target your audience carefully by making use of Personal Groups. If you must send a large mailing try not to use attachments; including attachments increases the load on the network and can be costly when you consider the amount of time it takes to open an attachment.

When you receive e-mail you consider "junk", reply to it immediately, but politely. Ask the sender to remove you from their distribution list. By the time the sender has waded through several hundred replies they will think twice about their next mass mailing.

Return Receipts

Leave "Return Receipt" turned off unless a return receipt is absolutely necessary. Return receipts also slow down the e-mail system. If everyone requested a return receipt for each message they sent, it would double the traffic load on the mail system.

Glossary of Terms

Attachment- A file that is included with a message. It is displayed in the message as an icon, representing the type of file it is.

Broadcast- Distribution of a message to a wide number of mail users.

Bulletin Board- A computer system used as an information source and message system. It is similar to a physical bulletin board, but messages are posted electronically on a computer bulletin board system.

E-Mail- Electronic mail

"Junk" Mail- A broadcast that includes individuals who do not need or want the information contained in the message.

Personal Groups- Assignment of a single name to multiple users. When the group name is added to the recipient list for a message, each individual in that group receives the message.

Return Receipt- Displays the date and time the message you sent was opened by the recipient.

Spam E-mail - Unsolicited broadcast e-mail received through the Internet.

Reference

City of Tacoma Code of Ethics, Ordinance 22842, Section 1.46.030-H-1