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POLICY:
Use of the centrally
managed Email systems of the University for mass distribution of mailings
will be governed by the criticality of the content of mailings.
Rationale:
Indiscriminate
mass mailing to the University community can quickly tax the capabilities
of the existing system to deliver other messages that may be critical.
Additionally, the receipt by University users of excessive numbers
of mass mailing messages is a work-place irritant and does not promote
the efficient use of information system or human resources.
Standards
& Procedures:
Critical
Messages. Critical messages that need to be distributed to
all University employees must be approved by the President, the Provost,
a Vice President, or the Director of University Relations prior to
submission for distribution. Critical messages intended for students
must be approved by the Vice President for Student Services prior
to distribution.
Informational
Mailing Lists. Users of email
systems at Georgia State University are not permitted to arbitrarily
send messages to all, or nearly all, of the system users. Instead,
Informational Mailing Lists have been created and are designed to
reach targeted audiences. Individuals
may selectively join any, or all, of these mailing lists. Mailings
to
each list are distributed on a nightly basis.
Additionally,
messages sent to Informational Mailing Lists are published - and can
be viewed by both members and nonmembers - on the web. Further, each
Thursday, a single weekly digest of messages distributed to Informational
Mailing Lists is delivered to all faculty, staff, and student email
users on campus (subject line: Summary of Electronic Announcements).
Production
Messages. Messages to be generated by a production application,
and sent on a schedule to a specific population, require a one-time
advance approval by the President, the Provost, or a Vice President.
Procedures:
Distribute
a Critical System-Wide Message
Subscribe
to (Join) an Informational Mailing List
Send a Message
to an Informational Mailing List
Unsubscribe
to (Quit) an Informational Mailing List
View
Informational Mailing List Messages Posted on the Web
Distribute
a Production Message
Revisions:
Revised
for compliance with ISAT Senate Committee recommended formatting
(January 2003)
Approval
Date(s):
Reviewed
by IST:
Reviewed by Information Security Subcommittee:
Reviewed by ISAT Senate Committee:
Approved by:
Approved on: July 22, 1997
Version number: 2.0.0
Effective Date: July 22, 1997
SUMMARY
OF CHANGES/ADDITIONS/DELETIONS
Revised:
May 9, 2001
Revised: January 18, 2002. This revision re-validates the intent of
the policy. This revision places the original policy into the ISAT
Senate Committee recommended format for clarity and ease of reference
and update. As a result of this reformatting, the majority of material
has been incorporated into Procedural Documents that are included
as separate documents associated with the policy.
This
policy was modified on April 15, 2003 to remove the word "Informational"
from the title and to add "Role Based Mailing Lists" and
"Production Messages" as Standards.
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