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Reference ID	Created	Released	Classification	Origin
09STATE11694	2009-02-09 18:06	2011-08-30 01:44	UNCLASSIFIED	Secretary of State

ORIGIN IRM-00 

INFO LOG-00 MFS-00 MFA-00 EEB-00 AF-00 AIT-00 AMAD-00 
AOP-00 AEX-00 AS-00 A-00 ACQ-00 CA-00 CCO-00 
COME-00 CCOE-00 INL-00 ANHR-00 WHA-00 DS-00 MEDE-00 
EAP-00 EUR-00 OIGO-00 UTED-00 VCI-00 FOE-00 FSI-00 
OBO-00 H-00 TEDE-00 INR-00 IO-00 MMP-00 MOFM-00 
MOF-00 M-00 CDC-00 VCIE-00 WTC-00 NEA-00 NSAE-00 
ISN-00 OIG-00 OPR-00 PER-00 PM-00 CIO-00 SCT-00 
ISNE-00 SSO-00 SS-00 MR-00 IAP-00 DPM-00 CRYE-00 
FMP-00 BBG-00 R-00 IIP-00 SCRS-00 SDBU-00 PMB-00 
DSCC-00 PRM-00 ALM-00 SCA-00 SAS-00 PMA-00 /000R

R 091806Z FEB 09
FM SECSTATE WASHDC
TO ALL DIPLOMATIC AND CONSULAR POSTS COLLECTIVE
AMEMBASSY TRIPOLI

UNCLAS STATE 011694 
 
POST FOR MANAGEMENT OFFICER AND IMO 
 
E.O. 12958: N/A 
TAGS: AADP ACOA AMGT KRIM
 
SUBJECT: MANAGING THE E-MAIL SYSTEM 
 
¶1. E-Mail is a vital means of communication for the 
Department of State when it is used properly. All 
Department employees are strongly encouraged to review 
the Department's E-mail Policy set forth in 5 FAM 750. 
Some prohibitions from the FAM are as follows. 
 
a. Do not send electronic greetings (e-cards); 
multimedia files that are not business related; chain 
letters; letters or messages that offer a product or 
service based on the structure of a chain letter, 
including jokes, recipes, or other non-business related 
information; or conduct any other activity that causes 
congestion or disruption of an intranet or the Internet 
are prohibited. 
 
b. Do not use "Reply to All" unless the response is 
indeed applicable to all addressees. E-mail should be 
sent only to those parties to whom action or pertinent 
information is directed. The over-used "Reply to All" 
response slows e-mail messaging for all employees and 
regularly creates backlogs on our e-mail servers and in 
employee inboxes. 
 
c. Unclassified material, including Sensitive But 
Unclassified (SBU), may be transmitted in e-mail on the 
Internet. However, in accordance with 12 FAM 544.3, 
individual employees should decide whether unencrypted 
e-mail provides appropriate protection for the specific 
information they are transmitting. Classified 
information must be transmitted on the classified 
intranet, except as provided in 5 FAM 731 (h). 
 
d. To preclude inadvertent transmission of inappropriate 
information on the Internet, the "Auto Forward" 
capability must not be used to send e-mail to an Internet 
address. 
 
¶2. To help keep our e-mail system working as an 
effective tool for all of us, please observe the 
following basic e-mail etiquette principles: 
 
a. Watch the tone of your e-mail. The reader does not 
have the benefit of hearing your tone of voice or seeing 
your body language and may misinterpret what you write. 
 
b. Make sure your e-mail is addressed to the correct 
person. Some names are similar and you don't want to 
send sensitive information to the wrong person. 
 
c. Use the "Out of Office Assistant" when you will be 
away from the office. Let folks know how long you will 
be away, who to contact during your absence, and that you 
will respond when you return. 
 
d. AVOID USING ALL CAPITAL LETTERS - IT IS PERCEIVED AS 
SHOUTING!!! It can be seen as offensive to the receiver. 
 
e. Please do not overuse "REPLY TO ALL." Be judicious 
when sending to e-mail groups or to distribution lists. 
Take a moment and consider if your message will be useful 
to every recipient. 
 
f. Do not CC people unnecessarily. 
 
g. Unless confirmation of receipt is requested, avoid 
sending gratuitous "Thanks" replies. 
 
h. Use your government e-mail address for business 
purposes only. Many commercial websites will use your 
government e-mail for advertising and other spamming 
activities, resulting in unwanted e-mail. Never reply to 
a spam message or click on the links in them, as this 
could load viruses, malware and other harmful software 
onto your computer. Please report all spam to 
spam@state.gov 
 
¶3. Please remember there is no reasonable expectation of 
privacy regarding your Department of State e-mail. All 
of your e-mail messages on Department of State systems 
may be monitored, intercepted, recorded, read, copied, or 
captured in any manner by authorized personnel. System 
personnel or supervisors may give law enforcement 
officials any potential evidence of crime, fraud, or 
employee misconduct found on all Department computer 
systems. 
 
¶4. Microsoft Outlook is a powerful and useful software 
application, but many users may not be familiar with its 
advanced features. Therefore, overseas IRM Staff are 
strongly encouraged to establish Microsoft Outlook 
training opportunities that incorporate basic e-mail 
management techniques, common etiquette and security 
principles with respect to e-mail usage within the 
Department. Training videos can be found at FSI's 
website using the following link: 
http://fsi.state.gov/fsi/sait/default.asp?con tentID=3281. 
In addition, classes for Microsoft Outlook are available 
through FSI's Distance Learning Program. More 
information can be found at FSI's website using the 
following link: 
http://fsi.state.gov/admin/reg/default.asp?Ev entID=PS584 
. 
 
¶5. Minimize considered. 
CLINTON

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Viewing cable 09STATE11694, MANAGING THE E-MAIL SYSTEM