Standard on Email Management

Ensures that Shared Services Canada, as well as other departments and agencies, efficiently, effectively and promptly manages email.
Date modified: 2015-07-27

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Glossary

company name (dénomination sociale)
An email property that associates the name of the email sender's home department to the email address. This property is found under Email Properties.
deactivated email account (compte de courrier électronique désactivé)
An email account that is no longer required. The email account can no longer send or receive emails. The reason may be, for example, that the employee has left the organization or that the program relating to the generic account has ended.
display name (nom affiché)
An email property that enables email users to see the name of an individual, program or service for any given email address. The display name is the name that email recipients see in their email inbox and on printed emails, and that is used in address directories. This property is found under Email Properties.
dormant email account (compte de courriel inactif)
An email account that is temporarily suspended. For example, this may be the email account of an individual on extended leave.
electronic mail (courrier électronique)
See Email.
email (courriel)
A message sent and received in electronic form via computer networks or a computer system. (Library and Archives Canada, Email Management Guidelines)
email account (compte de courriel)
An email mailbox and the associated rights to use that mailbox. (Library and Archives Canada, Email Management Guidelines)
email address (adresse de courriel)
The character string used to allow computer systems to route an email message to the intended email account, usually consisting of a username, the @ symbol and a domain name. (Library and Archives Canada, Email Management Guidelines)
email address prefix (préfixe de l'adresse de courriel)
Portion of the email address before the @ symbol.
email address suffix (suffixe de l'adresse de courriel)
Portion of the email address after the @ symbol.
Email Administrator (Administrateur de courrier électronique)
An individual or entity who is responsible for the configuration and management of an email service.
email client (client de courriel)
An application or program that allows the user to compose, read and send email. An email client may be on the Web, a computer desktop, a mobile device or other technology.
email disclaimer (avis de non-responsabilité du courriel)
A statement that is appended to an email.
email domain name (nom de domaine de l'adresse de courriel)
A unique address that comes after the @ symbol in an email address. A domain name may or may not include a sub-domain name.
email property (attribut de courriel)
One configurable piece of information used by an email service and an email client to assist in identifying the sender of email. It is made available through the address book and the active directory. An email property is a subset of Email Properties.
email service (services de courriel)
A service offered by an organization that enables users to create, transmit, receive, respond to, and store email. An email service is accessed by an email client.
essential record (document essentiel)
A record essential to continuing or re-establishing critical institutional functions.
functional specialist (spécialiste fonctionnel)
An employee who carries out roles and responsibilities that require function-specific knowledge, skills and attributes in the following priority areas: finances, human resources, internal audit, procurement, materiel management, real property, and information management.
generic email address (adresse de courriel générique)
An email address that is not linked to an individual; instead, it is linked to a program or service or used for resource management.
information architecture (architecture d'information)
The structure of the information components of an enterprise, their interrelationships, and principles and guidelines governing their design and evolution over time. Information architecture enables the sharing, reuse, horizontal aggregation, and analysis of information.
information management (gestion de l'information)
A discipline that directs and supports effective and efficient management of information in an organization, from planning and systems development to disposal or long-term preservation.
instant message (message instantané)
A message, other than email, sent and received electronically in real time via mobile devices or computer networks, which enables users to create, transmit, receive and respond to messages electronically.
mailbox (boîte aux lettres)
The area in a computer system where the incoming and outgoing email messages, calendar entries, task items, contacts and journal entries for an email account are stored.
personal storage file (fichier de stockage personnel)
A file that contains messaging objects. This includes .pst files from Microsoft Exchange, .nsf files from IBM Lotus Notes and Domino, and .db files from Novell GroupWise.
publication (publication)
Any library matter that is made available in multiple copies or at multiple locations, whether without charge or otherwise, to the public generally or to qualifying members of the public by subscription or otherwise. Publications may be made available through any medium and may be in any form, including printed material, on-line items or recordings.
record (document)
For the purpose of this policy, records are information created, received, and maintained by an organization or person for business purposes, legal obligations, or both, regardless of medium or form.
recordkeeping (tenue des documents)
A framework of accountability and stewardship in which records are created, captured, and managed as a vital business asset and knowledge resource to support effective decision making and achieve results for Canadians.
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