Email Hazards

It is important to remember the following points about email:

• Email is meant for informal correspondence such as scholarly, scientific, and clinical communications. You should not use email for official record purposes where a memo would be required (e.g., personnel actions, organization changes, contracts, and policy statements).

• Email should not be considered private. Confidential information should not be sent by email.

• Email relies upon technology that is undergoing rapid growth and change. The delivery of email is fairly reliable with minimal delay or lost mail. However, if you are not sure if your message got through, it is a good idea to check using traditional means such as the telephone.

• Because email is informal correspondence, you should regularly delete your old email files. This will help save resources and it will help you to keep your mailbox organized.

• Email can be misdirected, even when you are careful. Do not put something in an email message that you would not want read by everybody. And if you get someone else's message, let the sender know.

Email Etiquette

• Email is easily forwarded to someone else. Although this is convenient, it is not always appropriate. If you are unsure, ask the sender before forwarding the message.

• Email replies may go to more people than you realize. When replying to a message, be sure to look at the list of recipients.

• Email can be junk mail. Each recipient gets to decide if a message is "junk," so avoid unnecessary proliferation of messages.

• If you have subscribed to a high volume email discussion list try and obtain a 'daily digest'. This will greatly reduce the number of incoming emails. Keep the information you receive from the list about unsubscribing.

• Email takes up disk space, so delete messages you no longer need.

Other email etiquette tips:

If you receive a message that seems out of character for the sender, double-check before taking it seriously.

Email does not show subtleties of voice or body language. If you ever receive a message that makes you angry, do not under any circumstances respond immediately! Wait awhile to cool off, and if possible, meet and talk face-to-face.

When you leave your office, you should either logout or make sure your door is locked, in order to prevent unauthorized use of your account.

Locating EMail addresses on the Internet