Best Practices - Tips For Proper Email Use

Tips for proper use of Camosun College-issued Outlook accounts


1. Emails are College Records

a) As a public body, Camosun College is bound by BC privacy legislation called the Freedom of Information and Protection of Privacy Act (FOIPPA). When the college receives a FOI request, we have a duty to assist the applicant by reviewing and providing responsive records in our custody and/or control. Please remember this when you create records (such as emails) or share information about other individuals. It is important to maintain professionalism and objectivity within communications.

b) If an email contains information leading to a decision about another individual, then the email must be saved for a minimum of one year.

c) If the information within the email, or attachment, is required for future reference, you should convert it to a permanent document and save it appropriately.

2. Sharing Personal Info within College Custody or Control

a) Personal information should only be shared with individuals who require it to meet the operational purposes for which it was originally collected.

b) It is preferable to share content involving personal info via OneDrive folder versus via email attachment; this practice reduces the likelihood of human error.

c) If using email, password-protect Word and Excel documents containing personal information before attaching them to emails; send the password to the receiver in a separate email.

3. Make the Email Subject Specific

a) Create a clear subject title.

b) Do not put an individual’s full name into the subject line of an email —use C# (preferred) or initials if C# is unknown.

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Article ID: 6608
Tue 8/15/23 3:12 PM
Tue 8/15/23 3:23 PM