10. Do not open email from an unknown sender. The message could be spam or could contain a virus.
9. Create folders and subfolders to categorize your email. Keeping messages in "In" and "Sent" is not categorizing them.
8. Use university-sponsored email systems sparingly to send or receive personal email.
7. Do not mix personal and work-related messages.
6. Email is a convenient communications tool, but it does not replace face-to-face or telephone conversations, particularly when sensitive issues are being discussed.
5. Proofread your email for spelling errors, grammar, and punctuation before sending it.
4. Retain and dispose of email messages according to established records retention guidelines.
3. Manage email based on its content, not space quotas.
2. Do not put anything in an email message that you would not want to see printed in tomorrow's newspaper or displayed on a bulletin board.
1. Email does not manage itself. Be a proactive manager of your inbox/outbox and manage your messages the way you would any other business document.
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Where can I receive training on using my email software?
You can get basic training from coworkers or from email system administrators or support staff. The office for Learning and Organizational Development offers courses in basic Lotus Notes use. See http://www.hr.duke.edu/train/technology.htm for course and registration information.
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Where can I learn more about records management?
Visit the Records Management Program's website or call 919-684-6181.
|Guidelines & Policies||Management||Training|
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