| 1.1 Portfolio
52 Envelope Portfolio | |
|---|
| 1.1.52 Envelope Portfolio | | 1. An envelope is a public container for a private letter while an email is like a postcard that everybody will read. An envelope is a declaration of privacy - private, confidential and sensitive business information will not be disclosed in an open email. | | 2. By law, every email must be copied and retained by all Internet Service Providers. To pay for such a service, email contents shall be scanned and the resulting information may be sold to other parties. |
| Data Leaks: | | 1. Emails once leaked a large amount of private company data such as job titles, telephone numbers and even advertised customer names. As a policy, emails must contain only the minimum amount of data to be correctly identified by the recipient. It is illegal to treat every email as marketing information when the recipient may not have subscribed to receive such marketing information. | | 2. Many out of office emails may leak data and may be illegal. An email that includes the company strap line is marketing - even an environmental message may be classified as marketing by somebody who want to sue. |
| 1. Overview: | | 1. Business messages are only communicated using the (public) envelope and (private) letter method: It is totally unreasonable to communicate private, confidential and privileged information by plain email. | | 2. Two bits of data are needed to send an envelope:- | | * Who is the intended recipient (name not email address). | | * What web page are they to be shown. |
| 2. Who Centric: | | 1. Begin with the HRM dashboard and select the WHO person that is the intended recipient. This formal step minimises the possibility that data will be sent to the wrong person. | | 2. Enter WHAT web page is to be shown - diligence must be used to enter the correct web page number. This may be a (welcome) dashboard with links to other web pages (reports) as a mini web site. | | 3. Review WHO and WHAT and then send the envelope with link to private letter. |
| 3. What Centric: | | 1. Begin with any root level web page, click the MAIL button on the menu bar. A new email menu bar pops up above the normal menu bar. | | 2. Select the name of the recipient from the drop down list of approved recipients. This drop down list may be dependent on the web page selected. | | 3. Review WHO and WHAT and then send the envelope with link to private letter. |
| 4. Two Methods: | | 1. Both the WHO and WHAT centric methods have merit and both coexist to match all requirements. | | 2. Both methods are controlled by the same (ZEMA) envelope spread sheet that serves to monitor when the recipient opts-in or opts-out. | | 3. More work is needed to manage subscriptions by type - say ten types per person. It is yet to be seen how long a opt-in subscription can be assumed to continue - a year? |
| 5. Envelope Menu Bar: | | When a web page has been opened via an envelope, then it may be reasonable for details of that envelope to appear above the web page. This acts as an introduction and provides context to the following web page. | | Data shown includes:- | | 1. Subject shown on the envelope. | | 2. To Name shown on the envelope. | | 3. From Name shown on the envelope. | | 4. Sent date and time. | | 5. Expiry date. |
| 6. Limits: | | Root level web pages are those that are not key selected forms below a spreadsheet. It may not be appropriate to send a specific customer form as the target web page. This limit is because of containerisation where different web pages can be shown in the same popup window. |
| Abstract: | | Business Email is provided as a shared messaging service that is integrated into all other application services. | | Every company (and person) has a ligal duty to retain all business correspondance for a period of at least seven years. Any email must be fully compatible with every type of desktop, laptop, tablet and smart phone that the recipient chooses to use. This compatiblity extends to every attachment - so no proprietary software can be involved. |
| Documents: | | Minutes of Meeting is the de-facto target document that is populated from the data entered in the message form. | | Email is small document containing header, from and to information with a link button to the real message document. | | Chat is an alternative document that is populated from the data entered in the message form. |
| Message Components: | | UMA Header as (23)subject, (24)date, (25)location, (26)duration, (27)type, (28)life, last sent (29)date and (30)time. | | UMB Person list as (23)name, (24)initials, (25)email, (26)presence, last viewed (29)date and (30)time. | | UMC Minute list as (23)number, (24)headline, (25)message, (26)responsible, (27)date, (28)state, (29+30)attachment. | | 258x email set of standard functions to use the following updatable lists. | | 2580 Document for distribution viewing. | | 2589 email to distribution list. | | 2591.UMB email person. | | 2592.UMC email minute with 2590 upload. |
| Options: | | UMA27 type: Minutes, Message. | | UMA28 life: Week, Month, Year. | | UMB26 presence: Attended, Absent, Apologies. | | UMC28 state: Open, Closed. |
| Procedure: | | 1. Author writes minutes into form - this includes list selection of all (authorized) recipients. | | 2. Author reviews document - click button. | | 3. Author sends emails - click button. | | 4. Recipient gets email with link - information remains private and confidential. | | 5. Recipient clicks link to view document - if they are authorized. | | 6. Recipient clicks button to view form. | | 7. Recipient may add topic(s) to the form. | | 8. Recipient may review document - click button. | | 9. Recipient may send emails - click button. |
| Scope: | | Where one authorized person wishes to communicate to another authorized person, then this secure business service is applicable. | | Where communications is to be made with an unauthorized person, then privacy and confidentiallity cannot be provided - so use Gmail. | | Where a meeting takes place, the secretary on behalf of the chair will author the minutes and an email is sent to all attanding and absent to they can view the minute document. | | The message document can be in one of a number of alternative styles, however the content is just a subset of one another. |
| Privacy and Security: | | Business messaging is designed to be able to communicate private and company confidential information using public email services. This is achieved by not including any private information in any public email - every public email will be copied by many agencies. Each email contains a button that the authorized person can click to view the private information over a secure (encrypted) Internet communications link. If the email is copied or sent to an unauthorized person, the link button will not show the private information. | | The business email is a complex HTML document that is not easy to fake. The email document has internal fingerprint and watermark that are designed to identify criminal behaviour. |
| Life Cycle: | | Business messages cannot be deleted or altered. Business messages have a life cycle - they will be withdrawn from being viewed in accordance with the authors data protection policy. For example: a message may only be viewed for one month, then the email button will be withdrawn becuase the contents are no longer relevant to a person who has not seen or responded to the message in that time. The (last) date and time when each recipient views the message is recorded and shared with all repipients. | | Business messages are persistent and any authorized person may sign-in to view all relevant messages at any time. Online business messages are always private, secure and encyrpted. The email link button has a limited life cycle because every email is not secure and has been copied by many other parties. |
|
|