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.
In any given federal government institution, the following benchmarks will have been achieved:
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.
Party or Parties Responsible for Implementing and/or Applying the Recommendation:
The highly trained and experienced IM Specialist is uniquely qualified to undertake the review of email management within an institution. In smaller institutions where the individual charged with responsibility to conduct the review may have less training or experience, it is still possible to obtain advice and support from LAC or from the private sector.
Sample Policy Statement
If this recommended action is applicable, consider using the following sample policy statement.
If not, indicate what alternative action, if any, to apply.
It is the policy of (name of institution) that the effectiveness of its email management policies, programs and procedures be evaluated on a regular basis (state the appropriate interval). The review should consider the following points (delete any that are not applicable)