GAPP Digital Communication Policy Changes

Among our DKG governing documents is a set of files called Guidelines and Policies/Procedures (GAPP). One of those outlines the policies for digital communications, which was recently updated.

The file says, “Digital communication resources, as defined by the Society, include but are not limited to the Internet, World Wide Web, digital mail, facsimile, landline and cell phones, databases, audio and visual recordings, graphics, photographs, CD, DVD, digitized information and social media.”

So, basically, all forms of communications are impacted since most newsletters are posted on the web!

Among the eight purposes of this policy is one that deals with privacy, confidentiality, and security in digital communications. Because of the increasing problems of phishing and scamming, the update to the policy includes this paragraph:

An individual’s email address is personal information. For this reason, use of BCC (blind carbon copy; normally found under the CC address line) is recommended for mailings to groups. This will protect email addresses of those in the group from being shared unnecessarily or improperly. The Society will not publish the personal email of any member in any publication without her express written permission. Wherever possible and practical, the Society will use contact forms rather than emails to facilitate member communication with Society personnel and leaders. All lists of contact information will be password protected. Chapter and state organization may not link to contact information lists without providing password protection. The Society will establish procedures to hide/disguise emails on websites.

Take particular note of the use of blind carbon copy (BCC) for group emails and the use of forms instead of email addresses. This is DKG policy.

The entire Policy for Digital Communications can be found at https://www.dkg.org/DKGMember/Resources/GAPP.aspx?GAPP_Documents=16#GAPP_Documents.