Revisions to Corporate Policies

Corporate Policy--New Policy
October 19, 1996 Quarterly Meeting
Agenda Item V.H., page 9

Policy for Corporate Correspondence

For correspondence to be considered by the Board, it must include: legal name, SCA name (if any), mailing address and date. It is requested that correspondence include: telephone number, SCA member number, and e-mail address if any.

Corporate Policy--Revision of Existing Policy on Electronic Communications
October 19, 1996 Quarterly Meeting
Agenda Item V.H., page 13

Section 3 of the Policy on Electronic Communications was revised as follows:

Change heading to read:

Society for Creative Anachronism, Inc.
Policy on Electronic Communications
Approved 4 April 1993
Revised 19 October 1996

Change Section 3 to read:

Electronic Communications to and from SCA Officers

3.1 Formal communications to and from SCA officers may be directed through electronic means (E- mail) as well as through postal or fax systems. However, messages posted for general attention on any public system may not be regarded as formal communications to an officer, whether or not that officer is known to participate on the bulletin board system in question.

3.2 Formal E-mail correspondence with an SCA officer is acceptable and official only when the officer has offered to communicate electronically, by placing his or her E-mail address in SCA publications, by releasing it for individual use, and by initiating E-mail corresponding for official business.

3.3 Formal E-mail correspondence from an SCA officer is appropriate only as a reply to incoming E-mail where electronic communication is clearly invited and welcomed by the recipient.

3.4 In any official E-mail correspondence, it is the responsibility of the sender to make sure that a hard copy, unless waived by the recipient, is sent out by a known and working path. A hard copy must also be sent to those individuals indicated as receiving a copy of E-mail correspondence, unless they too have waived the need for such a hard copy. The "default" path is any established postal delivery service.

3.5 Official electronic correspondence must be treated like any other piece of official correspondence. Any policies or procedures governing the handling of official correspondence, such as the maintenance of file copies for correspondence with lasting effect, apply equally to official electronic mail.