Before using email (or other electronic communication devices) to conduct University business, assess the business needs of the department and the type of information to be communicated to determine whether email is the appropriate means of communicating the information.
Avoid Using Email:
- 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
- If it contains personal health information or sensitive data
Use Email:
- 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, 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 communicate while working remotely
- To respond to requests when on a tight deadline
Acceptable Use Policy: 110.005 Acceptable Use Policy | ¾ÅÉ«ÊÓƵ (umsystem.edu)
Email Policy: Email Management Policy | ¾ÅÉ«ÊÓƵ (umsystem.edu)
Reviewed 2023-10-03