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 material.
  • 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 posted material.
  • 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 in HTML.
  • 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 Message.”
  • 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.

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