Oneida Nation Enterprises, LLC. Guidelines for Bulk Distribution ( to 25 or more external addresses)

Transcription

1 Oneida Nation Enterprises, LLC Guidelines for Bulk ( to 25 or more external addresses)

2 DOCUMENT CHANGE CONTROL Ver. # Date Policy Owner Policy Contact Policy Developer Policy Sponsor /12/2012 Chief Information Chief Information Chief Information Chief Operating Change Description New Policy s For Bulk .Docx Date 02/28/2012 Page 2 of 5

3 1. Definitions Term Bulk Blacklist Definition distribution to 25 or more external addresses from company computers simultaneously A list or register of entities who, for one reason or another, are being denied a particular privilege, service, mobility, access or recognition 2. Overview In 2003, the US Congress passed the CAN-SPAM Act that provides guidelines for the proper use of the Internet for bulk s. Bulk , which is sometimes referred to as spam, is defined as an sent to a group of recipients with or without their expressed willingness to be a recipient. Based on those guidelines or if enough of their customers complain, Internet Service Providers (ISPs) like Time Warner or Comcast may blacklist a business and not process any of its s. If this were to happen to us, our overall ability to market Turning Stone or other Oneida Nation Enterprises would be severely impacted. Therefore, it is extremely important that bulk be properly handled. It should be noted that the Oneida Nation and its enterprises have made a commitment to meet or exceed the laws of other governments. It is in this context that adherence to the guidelines of the federal statute are embraced, because regardless of the Nation s sovereign status ISPs with whom the Nation necessarily contract to send our s are governed by the CAN-SPAM Act and may block our s pursuant to their obligations. 3. Purpose For our purposes, we define bulk as distribution to 25 or more external addresses from company computers simultaneously. This type of usage must follow specific guidelines. Please note that this limit and guideline does not apply to messages to addresses within our own organization. If your business operating unit wishes to distribute a bulk message to individuals outside our organization, Marketing and/or IT will work with you on coordination. You can initiate a request either through the Marketing Job Request available online (found in the Employee Information Network [intranet] under Teams / Marketing or by placing a request via the IT Help Desk. Turn-around time will be determined based on the project priority and its complexity. s For Bulk .Docx Date 02/28/2012 Page 3 of 5

4 4. Scope These guidelines apply to Oneida Nation Enterprises (O.N.E.) employees (full-time, part-time, oncall, and temporary), contractors, consultants, volunteers, and any other workers that use Oneida Indian Nation system, including, but not limited to, personnel affiliated with third parties. 5. Policy Listed below, for your reference, are some of the considerations and safeguard steps that are undertaken by Marketing and IT to assure our bulk s comply with established industry standards. subject line written to clearly define the purpose of the ; ambiguous subject lines make it difficult to distinguish between legitimate s and spam or phishing s, as a result the may be inadvertently ignored or deleted. Inclusion of Opt-out Option and Physical Address. This is required to comply with CAN-SPAM requisites. An example of this is shown below: This was sent to you by Turning Stone. To ensure delivery to your inbox, add @promotions.turningstone.info to your address book. Our records indicate that you wish to receive offers from Turning Stone. If you prefer that we not send future s, please click here to unsubscribe or send a letter to our address below. If you unsubscribe from promotional s, we will continue to send important, transactional messages such as reservation confirmation s. We understand and respect our customers' need for privacy. Any personal information provided to us is stored in a secure environment that is designed to prevent misuse. Turning Stone does not sell addresses to third parties for their use Turning Stone Resort Casino, LLC. All rights reserved Patrick Road, Verona, NY body composed as html or text only with links to further information. The cannot contain only a single image; it must have text. Graphics in the are published and linked within the blast to web site for . Quality Assurance check for HTML, CSS, Broken Links, Mobile and barracuda score of less than 2.4, using the tools in a pass or fail process. s For Bulk .Docx Date 02/28/2012 Page 4 of 5

5 It is important to remember that all corporate correspondence is a representation of our brand. This guideline is in place in order to reduce recipient complaints and confusion, reinforce network security best practice, and utilize corporate resources effectively and efficiently. s For Bulk .Docx Date 02/28/2012 Page 5 of 5