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Email and Voicemail Appropriateness Reminder For Employees

The following was written to assist employers in benefiting from the good judgment of their employees. Rather than laying out rules, it describes the possible scenarios that often concern organizations in the area of electronic records management. It is based on shared concerns.

The addition of "(by their standards)" is intended as a reminder that the sender has no control over the standards of the recipient. It also reminds employees that standards beyond the standards of their employer may be applied.

The corporate signature line is intended to be in addition to the signature line added by the employee. These notes are not intended to remove any of the features of the existing email system.

Note sent to all employees monthly:

This is just a reminder of what we believe are our shared concerns regarding recorded email, email replies, voice mail, voice mail replies, and Internet pages viewed or created. Please review the email, voice mail, and Internet pages you create or view as you create, send, or receive them. It is possible that you might send or receive email or voicemail or create or view pages from, to, or via an organization that reviews all incoming and outgoing email, voicemail, or Internet page views for appropriateness (by their standards). This organization may interview the sender or recipient, and/or may report all inappropriate email, voicemail, or page views to the sender or recipient, to the sender’s or the recipient’s employer, or to other parties. The organization may keep all email, voicemail, or page views forever, review the email, voicemail, or page views at any time in the future, and report any inappropriateness based on any future standards of appropriateness. The recorded information may be transferred to any party at any time. Related or unrelated litigation may cause these actions or the email, voicemail, or Internet page content or authors or recipients to become widely publicized; immediately, or at any point in the future.

Add to all email messages a corporate signature line, following the sender’s signature line, that states:

All email or voicemail sent or received may be reviewed for business appropriateness when sent or received or during transmission. Email or voicemail sent or received may be saved forever, reviewed, and / or widely publicized at any point in the future by the sender, by the receiver, or by third parties.

Seek legal counsel before applying:

These notes are intended to allow, but not to require or preclude, future actions. They are not organization or situation specific. They are not intended as legal advice. Seek legal counsel before applying them in your organization.

Copyright

I hereby place the text of these notes in the public domain and grant permission to anyone to copy them. I will be glad to send a signed copy of this to anyone who sends a copy to me with a signature line and a stamped self-addressed envelope.

California Local Gov. Retention Guidelines and Other Free Books	White Papers	Archive Builders Home Page	Site Summary Sheet	Entire Site In One PDF File
Available and Past Courses	Copies of Presentation Handouts	Upcoming and Past Presentations	For Questions About the Industry	Site Revision History