Records Management
Electronic Record Management
Appropriate Use
Before using e-mail (or other electronic communication device) to conduct University business, assess the business needs of the department and the type of information to be communicated to determine whether e-mail is the appropriate means of communicating the information.
Do Not Use E-mail:
- To communicate or discuss confidential matters
- To convey disciplinary or performance issues
- To communicate complaints or dissatisfaction
- To communicate highly complex information
- When the message may be misinterpreted
- For on-going back and forth negotiations
- When dealing with emotional issues or personal conflicts
Use E-mail:
- To deliver a message quickly and the speed with which a reply is received does not matter
- To communicate directly with the decision-maker
- To avoid the cost of long-distance telephone calls, faxes, local or overnight delivery services, or snail mail
- To communicate with a colleague or customer in a different time zone or country
- To deliver the same message to multiple people
- To maintain a written record of the electronic conversation
- To communicate quickly and cost-effectively with co-workers
- To stay in touch with the office when on the road
- To respond to requests when on a tight deadline
