A managed email is one that is purchased through an email/web service provider.
An email is a critical form of communication between public officials and citizens of their municipality. Email communications can be a legal record of correspondence between two parties. It is a method for public officials to communicate with each other. Having a secure (managed) email account for each person on your staff is a necessary expense for several reasons:
- To prevent violating Ohio Laws (Sunshine Law, Ohio Records Act, Freedom of Information Act, Ohio Ethics Law)
- To maintain consistent communication internally and externally
- To record email communications effectively
- To offer encryption when needed
- To make transitions between public officials easier
- To eliminate the possibility of losing emails in an ex-public official’s email account
- To allow searches without the user’s specific consent
- To add a level of professionalism and branding to your emails
- To filter spam effectively
- To backup email data
- To instill business continuity for the public entity in the event of a disaster
- To avoid breaches that are more likely when using public email providers such as Gmail, Yahoo, AOL, or RoadRunner
- To eliminate personal email accounts installed on UAN computers
- To provide for Legal Holds
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