The CWL In-House Counsel Network’s (IHCN) group e-mail system exists solely for the purpose of conducting IHCN business. The following guidelines ensure the protection of IHCN in accordance with all Federal and/or State regulations.
Effective Date: May 1, 2015.
To set forth guidelines for using the IHCN electronic mail (email) group.
In-House Counsel Network members and CWL administrative office. Only IHCN members, CWL administrative office and a CWL Officer/Director have access to the email group.
Administration of this policy shall be the responsibility of the CWL IHCN Chairs. The CWL Administrative Office, IHCN Chairs, and the CWL IHCN Webmaster shall have the day-to-day responsibility and authority to ensure all CWL IHCN members adhere to all aspects of this policy.
All IHCN members.
PRIVACY AND SECURITY
While CWL endeavors to keep all electronically stored information safe, every e-mail system has some vulnerability. You should use the IHCN group e-mail the way you use other e-mail, exercising caution when you open third-party attachments, share personal or client information and access e-mails over unsecured networks. Any use of the IHCN group e-mail is at your own risk, and e-mails sent and received using the group e-mail have not been inspected, warranted or pre-screened by CWL.
ELECTRONIC MAIL (E-MAIL)
E-mail is defined as the electronic mail system used by members to communicate information that would otherwise be in the form of a conversation, telephone conversation, or written documentation. The IHCN group e-mail system exists solely for the purpose of conducting IHCN business, and is not intended for personal use. The following guidelines are established to ensure the protection of IHCN in accordance with all Federal and/or State regulations. Confidentiality is not provided for on the e-mail system. Accordingly, members should have no expectations of privacy in their e-mail messages, whether sent or received.
PROHIBITED USE OF ELECTRONIC MAIL
Since the e-mail system exists solely for the purpose of conducting IHCN business, good judgment and common sense should prevail at all times regarding its appropriate use. Under this standard, it is not possible to list all of the allowed and prohibited uses of e-mail. However, the use of IHCN e-mail is expressly prohibited whenever it would:
- Compromise the integrity of IHCN and its purpose in any way.
- Break the law by sending chain letters or copies of documents in violation of copyright laws, or by committing any other illegal acts.
- Contain offensive, abusive, threatening or obscene language or graphics.
- Violate the State’s affirmative action or sexual harassment avoidance policies by including content that is sexually explicit or could be construed as discriminatory based on race, national origin, sex, sexual orientation, age, disability, or religious or political beliefs.
- Advertise or promote commercial ventures, religious beliefs or political causes.
IHCN EMAIL REQUEST GUIDELINES
The following are simple guidelines for requesting and replying to requests for information via the IHCN email group. The key point is that requesters are responsible for summarizing the results of their survey and sharing them with the rest of the group.
LETTING MEMBERS KNOW WHO YOU ARE
Please be sure you include your name, organization, and telephone somewhere in your email request.
When you are requesting information, place your topic in the first few words of the subject line of the email so that members can determine if it is of interest to them without having to open it. Also, be sure to provide a deadline by when replies are due.
REPLYING TO REQUESTS
Generally, you should reply to everyone on the list, unless it is not appropriate.