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English to Swedish: Policy for digital communication General field: Other Detailed field: Human Resources
Source text - English Policy Digital Communications
•You are representing the company when e-mailing, have in mind how you express yourself.
•Write only to those who really need to be reached in the matter at hand, do not put people on copies unnecessarily. Many employees receive a lot of emails per day, especially if you are connected to a function email. Therefore, it is good to clearly address who you expect a response from ("To"), and who only receives the e-mail for information ("Cc").
•Write a clear title in the subject line so that the recipient understand what the email is about.
•Never write sensitive information in the subject line, such as personal information.
•Never write social security numbers in your emails, if necessary use employment numbers.
•If you need to send personal data, do so in encrypted email, but even then you must minimize sensitive information to only what is necessary.
•Use autoresponders when you are sick, on vacation, or otherwise unavailable for a period of one business day or longer. This is important both for yourself, but also for others who then know that they cannot expect a response within a certain time.
•As the owner of an individual inbox, it is the individual's responsibility to open and respond to their e-mail on a daily basis and to determine if something needs to be handled or forwarded.
•The inbox must not function as a storage place for personal data for an extended period of time.
•Remember to exercise caution when opening attachments from unknown senders. Attached files may contain malicious code such as viruses. Never open a file or click on a link if you are unsure.
Translation - Swedish Policy Digital Kommunikation
•När du mejlar är du företagets representant, tänk på hur du uttrycker dig.
•Skriv bara till de som verkligen behöver nås i aktuell fråga, lägg inte kopior i onödan. Många medarbetare får väldigt många mejl per dag, särskilt om man är kopplad till en funktionsmejl. Därför är det bra att tydligt adressera vem man förväntar sig ett svar av (”Till”), och vilka som bara får frågan eller informationen för kännedom (”Kopia”).
•Skriv en tydlig rubrik i ämnesraden så att mottagaren förstår vad mejlet handlar om.
•Skriv aldrig känslig information i ärenderaden, som till exempel personuppgifter.
•Skriv aldrig personnummer i dina mejl, utan hellre anställningsnummer om så behövs.
•Behöver du skicka personuppgifter gör du detta i krypterat mejl, men även då skall du minimera känslig information till endast det nödvändiga.
•Använd autosvar när du är sjuk, ledig eller av annan anledning inte är nåbar under en period på en arbetsdag eller längre. Detta är viktigt både för dig själv, men även för andra som då vet att de inte kan förvänta sig svar inom en viss tid.
•Som innehavare av en individuell inkorg är det den enskildes ansvar att dagligen öppna och svara på sin e-post och avgöra om något behöver hanteras eller vidarebefordras.
•Inkorgen skall inte fungera som förvaringsplats för personuppgifter under en längre tid.
•Tänk på att iaktta försiktighet med att öppna bifogade filer från okänd avsändare. Bifogade filer kan innehålla skadlig kod som till exempel virus. Öppna aldrig en fil eller klicka på en länk om du känner dig osäker.
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