E-Mail Rules

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ISBN: 9780814471883 | 0814471889
Cover: Paperback
Copyright: 5/7/2003

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E-mail management is a particularly serious business issue in the post-Enron, corporate fraud climate, with many legal and retention concerns related to a company's electronic documents. E-Mail Rules: A Business Guide to Managing Policies, Security, and Legal Issues for E-Mail and Digital Communication provides readers with a smart, practical, system for handling everything that comes in and leaves their companies' computers from transaction details, to trade secrets, and confidential documents. E-Mail Rules also helps business people to maximize the effectiveness of their system by considering e-mail as a critical business tool and provides readers with a practical system for managing and protecting electronic capital. It includes discussion of all the related technologies like instant messaging, LISTSERVsreg;, and online chat.

Preface	p. xiii
Acknowledgments	p. xv
The Case for E-Mail Management	p. 1
Introduction
Strategic E-Mail Management Reduces Liabilities	p. 3
Real-World Legal Issues
Manage Employees' E-Mail Use	p. 12
E-Mail Ownership and Cybertheft
E-Mail Belongs to the Employer, Not the Employee	p. 20
Designing and Implementing Effective E-Mail Policies	p. 25
Why Implement E-Mail Policies?
E-Mail Can Come Back to Haunt You	p. 27
E-Mail Privacy
There Is No One-Size-Fits-All E-Mail Policy	p. 30
E-Mail Content
Control Risk by Controlling Content	p. 33
Netiquette
Establish and Enforce Rules of Online Etiquette	p. 38
Special Netiquette Considerations for Managers
Apply E-Mail Rules Consistently--from Summer Interns to the CEO	p. 45
LISTSERV Policy
Impose Policies and Procedures to Control LISTSERV Participation and Content	p. 49
Corporate Road Warriors
Don't Leave Home Without E-Mail Policies and Procedures	p. 52
Failure to Establish or Enforce Policy
Rules Exist for Businesses That Want to Remain in Business	p. 55
Retaining E-Mail Business Records	p. 61
Retaining Business Records: The Legal Foundation for E-Mail Management
Treat E-Mail as a Business Record	p. 63
E-Mail Business Record Retention
Retain Business Record E-Mail According to Written and Enforced Retention Rules	p. 70
Developing Retention Rules
Apply Retention Principles to E-Mail Records	p. 76
SEC and NASD Regulations
E-Mail Retention Periods May Be Determined by Regulatory Bodies	p. 79
Record Retention Versus Backup Tapes or Stored E-Mail
Don't Be Set Up by Backup	p. 81
Software Solutions
E-Mail Rules Apply to Automation, Too	p. 89
Outsourcing E-Mail Storage and Retention
Assess the Legal and Business Ramifications Before Moving E-Mail Off Site	p. 93
Educating Employees About E-Mail Retention
Make E-Mail Retention Simple for Employees	p. 98
E-Mail Business Records as Legal Evidence	p. 105
E-Mail Business Records as Legal Evidence
Prepare to Produce E-Mail for Audits, Investigations, or Lawsuits	p. 107
Records Management
Manage E-Mail Business Records to Ensure Accuracy and Trustworthiness	p. 117
E-Mail Discovery
Manage E-Mail in Anticipation of Litigation, Audits, and Investigations	p. 122
Destruction of Evidence
It's Illegal to Destroy E-Mail Evidence After You Have Received Notice of a Lawsuit or During a Trial	p. 135
Discovery Rules for Employees
E-Discovery Is Inevitable--Be Prepared	p. 139
Creating an E-Discovery Response Strategy
Plan Today to Meet the Challenges of Litigation, Audits, and Investigations Tomorrow	p. 142
E-Mail Security	p. 147
E-Mail Security
Develop Policies and Procedures to Secure E-Mail	p. 149
Physical and Network Security
Strategic E-Mail Security Involves Physical and Network Security	p. 157
Content Security--Inbound
Inbound Message and Attachment Content Is Critical to E-Mail Security	p. 162
Content Security--Outbound
Outbound E-Mail Is Critical to E-Mail Security	p. 168
E-Mail System Security
Develop Policies and Procedures to Ensure That Your E-Mail System Is Secure	p. 173
Spam
Address the Sending, Forwarding, and Receiving of Spam in Your E-Mail Policy	p. 179
Mixed Messages: Managing Alternative Communications Technologies	p. 185
Instant Messaging
Retain and Manage Business Records Created by Alternative Communications Technologies	p. 187
Other Communications Technologies
Establish E-Rules and Training for Alternative Technologies	p. 192
Peer-to-Peer File Networking Technology
Combine Employee Rules with Network Administration Techniques to Limit Risks	p. 198
E-Mail Variations
Apply E-Mail Rules to Nontraditional Use and Technologies	p. 202
Employee Education	p. 205
Training Is Key to E-Risk Management Success
Train, Train, Train ... Then Train Some More	p. 207
Instilling a Sense of Ownership in Employees
Employee Compliance Is Key to E-Risk Management Success	p. 212
Notes	p. 217
Appendixes	p. 225
Index	p. 249
About the Authors	p. 255
Table of Contents provided by Ingram. All Rights Reserved.

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E-Mail Rules

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