All Borough Email Guidelines

Overview: 

In an effort to streamline communication and reduce the volume of emails received by employees, the following guidelines should be adhered to when using the All.Borough.Employees email distribution list. This distribution list has been restricted to ensure that only authorized users can send emails to All Borough email addresses.

Instructions: 

Appropriate Usage:

1. Emergency Messages: Messages from authorized personnel such as the Emergency Manager, Emergency Services Director, or Public Works Director regarding urgent matters.
2. Computer System Impact Messages: Communications from the Service Desk regarding system updates, maintenance, or issues affecting computer systems.
3. Messages from Administration: Official messages from the Borough Manager or administrative staff regarding administrative matters.
4. Financial Impact Messages: Messages from the Finance or Purchasing departments concerning financial matters.
5. Official Borough News Items: Communications from the Public Affairs department regarding official Borough news or announcements.
6. Use of Bcc Address Block: When sending emails to the distribution list, ensure that the All.Borough.Employees address is placed in the Bcc (Blind Carbon Copy) field to prevent recipients from inadvertently replying to all.

Note: These messages typically have global impact and are often sent by directors or departments.

Not Appropriate Usage:

1. Building Specific Information: Messages specific to certain buildings should be sent to the respective building distribution list.
2. Replying to All: Refrain from using the "Reply All" function to respond to emails sent to the distribution list.
3. Out of Office Messages: Notifications about being out of the office should be set on voicemail and in the "Out of Office" message in Outlook.
4. Sale Items: Use the intranet classifieds for advertising sale items.
5. Fundraisers: Utilize the intranet classifieds for fundraising activities.
6. Meeting Announcements: Employee News or meeting requests from Outlook should be used for announcing meetings.
7. Non-Borough Meeting Announcements: Announcements related to non-Borough meetings should be posted on Employee News or distributed through specific distribution lists.
8. Pictures: Images should be uploaded to the intranet. Contact the Service Desk for assistance in finding the appropriate location. Avoid sending large files that can overload email servers.

Tip: Most information intended for large groups should be posted on the Intranet.

If there is uncertainty about the appropriate method of communication for a message, please contact the IT Director or Administration for clarification.

These guidelines aim to streamline communication channels and ensure that emails sent to All.Borough.Employees are relevant, necessary, and efficiently distributed.