Personal e-mail use

for work

Yunwei Zheng(Dexter)
9/22/2017
IM701
General background

● What is email

● What is personal email, what is business email

● What is information management

 What is email

Email is short for 'electronic mail'. Similar to a letter, it is

sent via the internet to a recipient. An email address is
required to receive email, and that address is unique to
the user. Some people use internet-based applications
and some use programs on their computer to access and
store emails.

Karen Maxwell (www.digitalunite.com)

 Key benefits and features of using email

● It's quick – your recipient receives your email as soon as they

go online and collect their mail.
● It's secure.
● It's low cost.
● Photos, documents and other files can be attached to an email,
so that more information can be shared.
● One email can be sent to more than one recipient at a time.
● E-mail is a tool of information management
What is personal email, what is business
email
● What is personal email
An email sent by an employee within an employer's server but which serve no
business purpose.(http://www.duhaime.org)

● what is business email

Business email is simply the email which you use specifically for your business.
What is information management

Concerning a cycle of organizational

activity: the acquisition of information
from one or more sources, the
custodianship and the distribution of
that information to those who need it,
and its ultimate disposition through
archiving or deletion.
 Ten Key Principles of IM

● 1. Identify responsibilities.
● 2. Conduct an information audit.
● 3. Link to management processes.
● 4. Systematic scanning.
● 5. Mix hard/soft, internal/external.
● 6. Optimise information purchases.
● 7. Introduce information processes.
● 8. Exploit technology convergence.
● 9. Develop an Information Strategy.
● 10. Develop a sharing culture.
 Ten Ways to Add Value to Information

❖ TIMELINESS

❖ ACCESSIBILITY

❖ USABILITY

❖ UTILITY

❖ QUALITY
 Ten Ways to Add Value to Information

❖ CUSTOMISED

❖ MEDIUM

❖ REPACKAGING

❖ FLEXIBILITY

❖ REUSABILITY
 Why personal email use for work influencing
information management work?

➢ Email in Personal Information Management

➢ Disadvantages of personal email use for work

 Email in Personal Information
Management
Three key functions
● Task management
● Personal archiving
● Contact management
Disadvantages of personal email use for
work

❏ Privacy
❏ Representing the Company
❏ Personal Use
❏ Policies
 For example:Hillary Clinton Email
Archive

1.As United States Secretary of State

2.Used her family's private email
3.More than 30 thousand emails & email attachments
4.Violated State Department protocols and procedures,
as well as federal laws and regulations governing
recordkeeping
5.Violating the same policies as those on Clinton's
personal server.
6. Including 65 emails deemed "Secret" and 22
deemed "Top Secret"
Under federal law, however, letters and emails written
and received by federal officials, such as the secretary of
state, are considered government records and are
supposed to be retained so that congressional
committees, historians and members of the news media
can find them. There are exceptions to the law for certain
classified and sensitive materials.

“Personal emails are not secure,” said Thomas S. Blanton,

the director of the National Security Archive, a group
based at George Washington University that advocates
government transparency. “Senior officials should not be
using them.”
 Questions

1. Do you think personal email more effective

than business email?
2. Do you think it is allowed that use personal
email for work?
3. What methods do you think can prevent
people from working with private mail？