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5.03.001.004 Email Utilization and Retention

Category: FINANCE FACILITIES AND TECHNOLOGY
Section: COMPUTER AND TECHNICAL RESOURCES
Policy: Computer and Technical Resources
Approved: 11/19/2015
Approved By: President's Staff

College Communications and Email

The College email system is an official means of communication for the Community College of Beaver County. The College will consider faculty, staff, or students to be duly informed and in receipt of notifications and correspondence sent by the College to faculty, staff or student email accounts.

Faculty, staff, and students should frequently access their College assigned email account for official information.  Individuals are responsible for managing their email storage limits so that there is room for new mail to arrive.  The College is not responsible for delivery problems caused by accounts that have exceeded their storage limits.

Retention of Email

The College email system is a delivery system for electronic communication. The automated system cannot discern differences between information of limited or transitory value and that of lasting value.  The server is backed-up daily solely for purposes of disaster recovery. Backup media are retained for a maximum period of three weeks and are overwritten once the retention period has expired.  The email system does not provide nor is it intended to provide the functionality or long-term storage capability required to maintain official records for the College.

Faculty and staff should print copies of important documents and correspondence sent by email to be stored in relevant subject files or save the messages in a stable retrievable electronic format on a long term medium such as a CDR or DVD.  Guidelines and retention plans that provide guidance to determine which documents and correspondence will be retained and for how long are part of College’s records retention policy.

Guidelines for Use of Email

Email has become the primary means of communication in business replacing mail and telephone.   It is an effective and quick means of communications and is an essential tool for accomplishing the College’s day-to-day academic and administrative activities. However the use of email also has drawbacks and is imperfect as a means of communication.  

Email Never Disappears

The process of sending an email may generate multiple copies on multiple computers as it transmitted. Before you click on send consider the following:  

Email is a Limited Means of Communication

Email is missing many of the components of normal, face to face, communications such as tone of voice and body language.   Miscommunication can occur due to the lack of these components of communication. In the absence of these:

Email is Written

Spelling mistakes, bad grammar, and incomplete sentences make email messages difficult to read and create a negative impression of the sender. Keep your email brief and focused on the subject.

Email Best Practices

Evaluate the Emails You Receive Before Opening Them

Over 80% of the email addressed to CCBC is blocked by the spam filters as either spam, junk or malicious. Some spam, junk or malicious email does get through and may be blocked by either the filter on the Exchange Server or the locally by the Outlook email application. Some do get through.

Be Wise in How You Manage Your Email