To: Recruiter-in-ChargesFrom: Louis Salvatore, Command TrainerSubject: New Email Policy Standards With the change in how we handle privacy act information, there is a need to update our email policy to conform to these new standards. The following changes apply:9.
When sending correspondence on behalf of an applicant, only use Last name and Last four of their social security number.10. All emails will contain the following statement: FOR OFFICIAL USE ONLY – PRIVACY ACT SENSITIVE: Any misuse or unauthorized disclosure of this information may result in both criminal and civil penalties. The information in this email is confidential and may be sensitive or privileged.
It is intended solely for the addressee. Access to this email by another party is unauthorized. Any disclosure, copying, distribution or action taken or omitted is prohibited.
Please “Reply” if this message was sent to you in error. If you are not the intended recipient, please delete this email.11. Emails will be signed with ???Very Respectfully,??? or ???Respectfully,???12. Emails will be signed with rank, full name, title, and phone number. As with other changes, this requires your immediate attention.
These changes are necessary to protect the privacy of personnel in or associated with our organization. If you have any questions please feel free to contact me at my number listed below.Very Respectfully,NCC Louis Salvatore Command Trainer (615) 555-1212 The objective for this email to was to inform my subordinates that a change occurred with what information the can be placed into unclassified emails. Since this particular email was establishing what the changes regarding some contents required, it was just a matter of passing on information given to me. I used this example since this event just occurred in my chain of command. When sending out emails with changes, I try to address why the change occurs. When it comes to the passing down of information, most of the time there is very little guidance given with little to no leeway for error.
Then, I will summarize and invite questions as necessary to ensure an understanding of the information sent out.References:Goleman, D. (2007). E-Mail Is Easy to Write (And to Misread). New York Times, Oct 7, p. 3.17. Villano, M.
(2006). E-Mail in Haste, Panic at Leisure; [Interview]. New York Times, Sep 3, p. 3.10.
http://www.csun.edu/~vcecn006/email.htmlJohnson, L. K. (2002).
Does E-Mail Escalate Conflict MIT Sloan Management Review. 44(1) 14-15.