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1. Thinking "Delete" Deletes
- Don't assume hitting "delete" erases an e-mail trail!
- Deleted e-mails can often easily be recovered.
- Most businesses routinely keep back-up copies of their computer systems for months or even years.
- Even if you press delete, you have no control over the sender's copy or others you may have sent the communication to.
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2. Personal Communications
- Beware of improperly using your employer's e-mail for personal communications.
- If you wouldn't want the contents of your e-mail printed or sent out on your company's letterhead, don't send it on your organization's e-mail.
- Be especially wary of using work e-mail for improper purposes such as betting pools, chain letters or pornographic materials.
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3. Front Page E-mail
- Write an e-mail as if you expect to see it on the front page of the newspaper.
- Even when writing for legitimate business purposes, there are many ways e-mail could become public knowledge. Think twice before you send.
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4. Writing Casually, Not Literally
- Write e-mails as if your readers will take their content literally-and as if the whole organization will see it.
- E-mail does not convey tone of voice. Don't exaggerate, joke, lose your temper, give guarantees, debate, spread rumors, etc.
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5. Copyright Confusion
- Copyright laws can apply to materials in e-mails.
- If you forward a published item that is saved electronically you could be breaking the law.
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6. Misaddressing
- Double check your addresses-make sure your e-mails go to the parties you want and only the parties you want.
- Be particularly aware of Reply To, CC and BCC.
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7. Corrective Action Failure
- Don't ignore e-mail that requires corrective action. Flags for action include receipt of misdirected confidential information and prohibited content.
- Deleting a bad e-mail is not the same as never having received it. Speak to a supervisor or other appropriate person, such as company counsel.
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| - authored by Eric M. Rosenberg, Esq., President, LitigationProofing, LLC |
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