As you may be aware, six months ago the Board forwarded a revised Electronic Communications Policy to the membership for comment. Commentary received was for the most part favorable. Several suggestions were received that the Directors felt should be included in this document. Since those changes were fairly substantive, the Directors decided the revised Policy should be returned to you for comment once again.
The amended policy appears below. Substantive changes to the policy as originally published for comment are indicated by *****. More minor edits were also made. In the interest of clarity, these are not marked, as the changes do not substantively alter the meaning of the document.
Please send your input to email@example.com, or by mail to The Society for Creative Anachronism, Inc., PO Box 360789, Milpitas, CA 95036-0789.
Comments are due by January 1, 2004.
In service to the Society,
President, SCA Inc.
Amended Proposed Policy on Electronic Communications (amended 7-23-03--SCA Corporate Policies X)
- Electronic Publication of SCA Documents
When official corporate documents are published electronically on a site not sponsored by the SCA, Inc., the original copyright notice for the document must be provided along with the text. The following addition should be made to the copyright notice:
"In cases of conflict, the governing version of this document is (title of document), copyright (date) by the Society for Creative Anachronism, Inc., and obtainable in printed form from the SCA Stock Clerk, P.O. Box 360789, Milpitas CA 95036. Disputes over the contents of this document will be decided in favor of the printed version available from the SCA, Inc."
- Participation of SCA Officials in Electronic Communications Media
A. Unless otherwise stated as a prerequisite of office, electronic communication is not required of any officer. Traditional paper correspondence is always acceptable, and is the default means for official correspondence.
B. The SCA, Inc. neither prohibits nor requires members' or officers' participation in electronic communications media such as newsgroups or mailing lists.
- Electronic Communications to and from SCA Officers
* ****A. Electronic communications to SCA officers may be regarded as formal communications only if approved in advance by the officer, or if a confirmation of receipt is obtained.*****
B. Messages posted for general attention on any public electronic communications forum are not regarded as formal communications to an officer, whether or not that officer is known to participate on the forum in question. *****Communications posted by corporate or kingdom officers to their officer-specific forums may be considered official communications to those officers subscribed to the forum.*****
C. Any policies or procedures governing the handling of correspondence, such as maintenance of file copies for correspondence with lasting effect, apply equally to electronic mail. *****Officers must ensure that any electronic files are passed on in a format readable by their successor.*****
D. SCA officers must distinguish between their personal opinions and official statements or policies of their office in electronic communications. (****changed wording in D from "must be careful to distinguish" to "must distinguish"****)
Comments are strongly encouraged and can be sent to:
Milpitas, CA 95036
You may also email firstname.lastname@example.org