These instructions are for anyone who has been provided a Share the Dignity email address for the purposes of undertaking tasks and activities as part of their role volunteering with Share the Dignity.
General
- All emails relating to Share the Dignity must be sent from a Share the Dignity authorised email account
- The Share the Dignity email accounts must only be used for Share the Dignity business and not as a personal email account
- You must not share your password with anyone else
- All outward emails should have a Share the Dignity signature and your signature should show your shared mailbox email address
- All emails should reflect the values of Share the Dignity and show the charity in a positive light
- Share the Dignity reserves the right to remove access to any email account
Sending/Receiving Email
- All sent and received emails should be stored within the relevant folder of the shared mailbox eg your state's email account
- Where possible emails should be sent from the shared mailbox email account ie ‘on behalf of’ and then filed
- All emails sent out of individual accounts should be cc’d to the shared mailbox and then filed
- All emails received into individual accounts should be moved or copied into the correct folder of the shared mailbox
- Either rules can be set up to auto-move these emails, or they can be manually moved into the correct folder after sending
- No emails should be kept in individual inboxes or sent items unless they have already been copied and filed in the shared mailbox