NMCIO Procedures and Protocols for LISTSERV
- No one’s email should be added to a listserv subscriber list without
that person’s permission. An email should be sent asking them to subscribe.
- Try to avoid sending attachments to lists (they will often appear as
pages of code and may introduce viruses). Instead, place the attachment on a
web page and give subscribers the URL.
- Carefully proofread posts prior to posting. Check English, spelling
(especially names), and grammar; remove all ambiguous and offensive
- Review the address in the “To” SLOT. Do not send private correspondence
to an entire list of subscribers.
- Use subject headings that accurately convey the topic of the post. If
you are replying to a post whose subject heading follows an established
thread, give the subject in a thread preserving form.
- Indicate the specific post (date, discussion list, title, and name of
poster) to which you are responding.
- Quote or repeat only the relevant sections of the post to which you are
responding and not the complete post (as may occur when you hit the “reply”
button). The Hit-Reply-Button clutters the list with redundant already
- Never send messages in HTML or “enriched text.” Some subscribers may
receive your message interspersed with HTML tags so it is difficult to read.
Check your mail-system’s settings to be sure your are not sending mail to
discussions lists only in HTML or in a double posting first in ASCII and the
- Give URL’s as “<http://www…. >” so that they will survive line breaks
and are hot-linked [note that <www…. > is not hot-linked].
- Include a signature tag on all messages. Include your name, affiliation,
location, and e-mail address.
- State concisely and clearly the topic of your comments in the subject
line. This allows members to respond more appropriately to your posting.
- Send messages such as “thanks for the information” or “me, too” to
individuals, not to the entire list. Do this by using your e-mail
application’s forwarding option and typing in or cutting and pasting in the
e-mail address of the individual to whom you want to respond.
- Only send information to the entire list that everyone can benefit from.
- Do not send administrative messages; such as remove me from the list,
through the listserv. Instead, use the listserv web interface to change your
settings or to remove yourself from a list.
- Warn other list subscribers of lengthy messages either in the subject
line or at the beginning of the message body with a line that says “Long
- Don’t challenge or attack others. The discussions on the lists are meant
to stimulate conversation not to create contention. If you should find
yourself in a disagreement with one person, make your responses to each
other via email rather than send messages to the list or group. If you are
debating a point on which the group might have some interest, you may
summarize for them later.
- Do not post commercial messages on any listserv.
- All defamatory, abusive, profane, threatening, offensive or illegal
materials are strictly prohibited.
- Send your message only to the most appropriate list(s). Do not spam
several lists with the same message.
- Commercial promotions or advertising or any other content that would be
remunerative to the sender or any other specific person is not permitted in
the Listserv. Charitable fundraising is not permitted in the Listserv unless
authorized by the NMCIO Board of Directors.
- You may never rely on your messages being confidential or private, even
if addressed to only one person. Remember that Listserv messages and,
indeed, all internet messages are "forwardable." Never send anything via
internet that you wouldn't share with the general public. However, if you
wish to forward any Listserv emails outside the CIO community, please first
delete all identifiers, including headers, footers and non-relevant portions
of the text.
- Be brief and precise in your postings. Remember that the written word
shows no emotion, so double entendres, humor, cynicism, or slang usage
should be used only with great caution. Please also remember that you are
asking all of your fellow CIO to take the time to read your message. Make
sure your message clearly states the exact point that you want to share, or
the precise question that you want answered.
- Limit your postings to one subject at a time and include a meaningful
"subject line". This makes responses more relevant and makes threads of
conversation easier to follow.
- Please do not repeat or copy the question posted by someone else in your
response unless absolutely necessary. Such repetition clogs the mail of your
colleagues with material they have already read. When quoting another
person, edit out whatever isn't directly relevant to your submission, and
simply show that editing has occurred.
- Individuals who breach the protocols in a significant way will be given
warnings by the NM CIO Board. Highly egregious breaches or repeated breaches
of the protocols may result in the suspension of that individual's privilege
to post messages to the List.