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Email Management Guidelines

7. Institutions must periodically review the effectiveness of their email management policies and practices and identify and implement improvements when appropriate

Email systems evolve at a rapid rate. The uptake of new features and services, and broader compatibility with other forms of communication are constantly generating new patterns of use. Institutions must consider the effectiveness of their email management policies practices on a regular basis to ensure that they are achieving the desired objectives.

Expected Outcome

In any given federal government institution, the following benchmarks will have been achieved:

• There will be clearly established accountability frameworks to ensure the appropriate management of email information.
• Specific risks, vulnerabilities, and other significant management issues will be identified, documented, and reported on and corrective action will be taken if required.

7.1. Evaluate the effectiveness of email management

An IM specialist should have primary responsibility for undertaking periodic and detailed assessments of email management within his or her institution and providing recommendations for improvement. However, everyone in an institution has contributing responsibilities to the management of email. Therefore, users, network or system administrators, operational managers and executives should periodically assess how they, as individuals, could contribute more effectively to the management of email. Institutions should have an accessible repository where lessons learned can be collected and shared.

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