Exhaustive Search Strategy

When doing a literature review on a subject of interest it is better to do an exhaustive search in the library and other information sources outside of the library.An exhaustive search ensures maximum location of literature related to the subject. Make sure the search strategy is clearly set out in the begining. Simply, it means to make sure you know the search terms before you actually begin your search.

There are various ways to do a literature search. I offer two ways here and let us call them Strategy 1 and Strategy 2. This is illustrated with an example and an encounter in class with a student.

Strategy 1

Strategy 1 is to use Direct Search Terms. Direct Searh Terms are words and phrases directly taken from you topic of research. For example, your topic of research may be "Climate Change and Sustainable Development." The search words and phrases taken directly from this topic are:  Climate, Climate Change, Development, and Sustainable Development. Theses terms and phrases are then used to search the catalogue or entered one at a time on your search browser. This strategy may or may not yield all the results required for the topic, If it does not yield maximum results, move on to Strategy 2.

Strategy 2

Strategy 2 is to use Derived Search Terms. Derived Search Terms are terms and phrases related to the Direct Search Terms in Stategy 1. In other words, they are related terms and phrases to your topic of research "Climate Change and Sustainable Development." El Nino and drought are two related terms to the topic. Your identification of related terms depends on your general knowledge and how widely you read. Another way to identify related terms is to pick up other terms from the search results. You may also identify other terms through discussion with colleagues or fellow students. For example, a week ago i was having a discussion with a small group of students on using certain web2 applications for information gathering. I told the class that through the use of the social media i am able to learn new terms and one of these is the "sixth mass extinction". Immediately one of the students asked to see me after class about "the sixth mass extinction". After class it transpired during our discussion with this particular student that he is currently working on a topic similar to the example used here. He is working in collaboration with staff or students from ANU. We checked the ANU Library and sure enough there are three titles in its collection that treat the subject "the sixth mass extinction".  The student had never come across the phrase "the sixth mass extinction". Our discusion in class on another subject led to his discovery which helped him to broaden his search terms while conducting research. It also maximised his volume of literature on his subject of research.

In summary be organized and plan your search strategy in order to maximise you search results.

Regulating the use of an email service

A small committee had been looking into how email usage could be regulated in an institution. The committee has been concerned about the abuse of the institution's email service and decided to come up with a document. The document was drafted mostly by this blogger who sought assistance from other sources on the subject from the internet. It was drawn up using The IT Donut Template  Other sources on email policy or etiquette were consulted for help in writing to reflect the current situation and the future.The draft document is presented here and does not represent the views of the of the Papua New Guinea University of Technology. The name Papua New Guinea University of Technology (Unitech) is used as an example to try out the IT Donut Template.

Papua New Guinea University of Technology

Email Use Policy Proposal 

Introduction

In the absence of an email use policy and past and current experiences of intermittent, and at times flagrant, abuse of The Papua New Guinea University of Technology email service, the committee has decided to propose a policy to guide email usage, curb further abuse, and maintain professional and institutional integrity.

This policy shall be known as The Papua New Guinea University of Technology Email Use Policy. It describes the rules and behaviour governing email usage at Unitech. It was drawn up using The IT Donut Template and Unitech does not hold The IT Donut responsible for any errors or omissions in this policy. Other sources on email policy or etiquette were consulted for help in writing to reflect the current situation and the future.

The Papua New Guinea University of Technology (Unitech) provides email service to staff and students for work and study. In doing so it calls for responsible use of the email service.

This policy should be read and appropriately applied alongside other relevant rules, policies, and statutes of The Papua New Guinea University of Technology.

Purpose

The purpose of this Email Use Policy is to:

·         Ensure staff and students follow good email etiquette

·         Inform staff and students how they are permitted to use the email service

·         Minimize risks that may be faced by Unitech

Policy Scope

This policy applies to all staff and students at Unitech who use its email service within the campus and outside. It applies to any device (for example, laptop or mobile) owned by Unitech, staff or student.

Work Email Use

Unitech recognizes the importance of email as a communication tool and encourages staff and students to use it whenever appropriate. For example, staff and students may use email to:

·         Communicate work and study information to colleagues and students

·         Inform the public on Unitech’s services and activities relevant to the public

Personal Use of Email

Unitech allows staff and students to use its email service for personal use according to the following guidelines:

·         Personal email use should be of a reasonable level and restricted to non-work times, such as breaks and lunch hours

·         All rules described in this policy apply equally to personal email use. For example, inappropriate content is always inappropriate, no matter whether it is being sent or received for work or personal reasons.

·         Personal email use must not affect the email service available to other users. For example, sending exceptionally large files by email could slow access for others.

·         Users may access their own personal email accounts at work, if they can do so via Unitech’s internet connection. Staff and students may check their Google or Yahoo Mail during lunch break

Authorised Users

Only authorised staff and students may use Unitech’s email service.

Authorization is provided by Head of Department and IT Department. This is granted when a new staff or student joins Unitech and assigned login details for Unitech’s IT systems.

Unauthorised use of Unitech’s email service is prohibited.

Staff and students who use Unitech’s email service without authorization – or who provide access to unauthorised people – may face disciplinary action.

Email Security

Email, if used inappropriately, can be a source of security problem for Unitech. Therefore users of Unitech email service must not:

·         Open email attachments from unknown sources, in case they contain virus or other malware.

·         Disable security or email scanning software because these tools are essential to protecting the service from security problems

·         Send confidential Unitech data via email. The IT Department can advise on appropriate tools to be used instead.

·         Access another user’s email account. If they require access to a specific message (for example, while a staff is off sick) they should approach the Head of Department or the IT Department.

Staff and students must always consider the security of Unitech’s systems and data when using email. Staff and students who need help may seek advice or help from IT Department.

Users should note that email is not inherently secure. Most emails transmitted over the internet are sent in plain text. This means they are vulnerable to interception which may be rare, but it is wise to regard email as an open communication system.

Inappropriate Email Content and Use

It is not acceptable under any circumstances that Unitech’s email service be used to send or store inappropriate content or materials. Therefore users must not:

·         Write or send emails that might be defamatory or incur liability for Unitech

·         Create or distribute any inappropriate content via email

Inappropriate content includes pornography, racial or religious slurs, gender-specific comments, information encouraging criminal skills or terrorism, or materials relating to cults, gambling and illegal drugs.

This definition of inappropriate content or material also covers any text, images or other media that could reasonably offend someone on the basis of race, age, sex, religious or political beliefs, national origin, disability, sexual orientation, or any other characteristic protected by law.  Therefore do not:

·         Use  email for any illegal or criminal activities.

·         Send offensive or harassing emails to others.

·         Send messages or material that could damage Unitech’s image and reputation.

Any user who receives an email they consider to be inappropriate should report this to their Head of Department and the IT Department.

Copyright

Unitech respects and operates within copyright laws. Users may not use Unitech email service to share any copyrighted software, media or materials owned by third parties, unless permitted by that third party.

Users should keep in mind that the copyright on letters, files and other documents attached to emails may be owned by the email sender, or by a third party. Forwarding such emails may breach this copyright.

Contracts and Liability

Staff and students must be careful about making commitments or agreeing to purchase via email.

An email message may form a legally-binding contract between Unitech and the recipient – even if the user has not obtained proper authorization from within Unitech.

Email Disclaimer

A standard Unitech email template should include an email disclaimer. Users must not remove or change this when they send messages.

Email Marketing and Bulk Email

Unitech may use email to market to existing and potential customers. All email campaigns must be authorized by the public relations office and implemented using Unitech’s marketing tool. Users must not send bulk emails using the standard business email system. All questions about email marketing should be directed to the public relations office

  

Email Etiquette.

Email is often used for communication in the workplace and other important contacts. Although a relatively informal medium, staff and students should be aware that each email they send does affect Unitech’s image and reputation.

Email etiquette ensures good working relationships between staff within Unitech and with others outside of Unitech. Therefore users must adhere to the following rules:

Don’t abuse the “Reply to All”

Rule – Don’t abuse the “Reply to All”.  Only use Reply to All if you really need your message to be seen by each person who received the original message. Sending off irrelevant or unnecessary replies to everyone on the list is just annoying and confusing. However, if communication is vital between all parties in an email thread, use the Reply to All to keep everyone in the loop. If you only use Reply in such a case, the recipient may have to forward your email to everyone else, which is frustrating and disjointed.

Read it before you send it.

Rule– Read your email before you send it Treat email like any other official document. Read it before you send it. Spelling and grammar errors are just as unfortunate in email as anywhere else in your corporate correspondence. Look out for potential misunderstandings, the tone, and inappropriate comments; we use email because it is quick and easy but precisely that quickness may cause more trouble than you bargained for!

Confidential information

Rule – Confidential information Email is just too risky a place to include confidential information. Ask yourself if you would want the content of your email displayed on a bulletin board. Never make libelous, sexist or racially discriminating comments in emails, even as a joke. Consider implementing a Disclaimer on the bottom of all corporate emails with statements on Breach of Confidentiality, Virus Liability, etc. (Yes, you can be sued for sending an email that contains a virus!)

File Attachments

Rule – Don’t attach unnecessary files. Wherever possible try to compress attachments and only send attachments when they are productive. Make sure you have good virus software in place to scan your outgoing emails – a customer would not be happy if you send them documents riddled with viruses!

Don’t forward junk

Rule – Don’t forward junk. Don't forward chain letters, virus hoaxes, chain email solicitations for charitable causes even if they sound bona fide, funny pictures and jokes. Would you put these things on your corporate letterhead? The committee does not think so. Don't ever send or forward emails containing  defamatory, offensive, racist or obscene remarks. Just one offensive remark can result in a multi-million kina court case for you and your institution.

Be concise

Rule – Be concise. Do not make an email longer than it needs to be. Email is harder to read than printed communications. A long email can be very discouraging and can be abandoned before the recipient gets to your final point all the way down at the bottom. If it has to be long, consider including a synopsis at the top of the email.

In regards to upsetting or provocative email, the committee advises that staff maintain professional email communication by taking this approach.  If the subject of the email is provocative, upsetting or depressing, write your response and leave in the “draft” to let it simmer down for some time. This gives you some distance in time between you and your written response. Then review your response to make sure that it is not hectoring, disrespectful, angry or intimidating. Dr Marianne Di Piero of Western Michigan University gives two very good examples here to illustrate the above advice.

Example 1: Unprofessional Communication

Jane, I’ve sent email and also called you 2 times and you still haven’t answered. Is something wrong with your phone? Maybe you are on vacation. Anyway, I’m sick and tired of waiting for you to do your job. I need that examination information NOW so that I can take care of my business. You promised it days ago. Send it ASAP! You are not a student and you don’t know what we go through.

Example 2:  Professional Communication

Hello Jane.

I hope that all is well there. I’ve tried to contact you several times regarding the information that you were going to send so that I could prepare for my examinations next month, but I haven’t heard from you. I know how busy it is at this time of year.  If you could prepare that information for me, I will make a special trip over to your office and pick up the materials myself so that you don’t have to email them to me.  I’m a bit nervous about the upcoming exams and access to those study guides would really help me a lot.

Please send me an email or call me and let me know a good time to stop by and if you need me to assist you in compiling the guides, I can do that easily. Professor Smith gave me acomplete list of all the titles and so it should take only a few minutes.

Thank you

Sincerely

John Smith

Internal Email

 Email is a valid way to communicate in the workplace however it tends to be overused for internal communication.

Users should bear in mind the following points when they need to communicate with colleagues:

·         If the issue or subject can be better addressed by face-to-face or telephone discussion, do not use email.

·         Is email the best way to send a document out for discussion? Often, it becomes very hard to keep track of feedback and versions.

·         It is rarely necessary to ‘reply to all’. Usually, it is better to reply and then manually add other people who need to see a message.

Policy Enforcement

1. Monitoring Email Use

Unitech email service is provided for legitimate business use and therefore reserves the right to monitor staff and students use of email. Monitoring will only be carried out by authorised staff.

In addition, all emails communication through Unitech’s email service are part of Unitech’s records. Unitech can be legally compelled to show information to law enforcement agencies or other parties.

Staff and students should always ensure information sent via email is accurate, appropriate, ethical, and legal.

2. Potential Sanctions

Knowingly breaching The Papua New Guinea University of Technology Email Use Policy is a serious matter. Staff and students who do so will be subject to disciplinary action, up to and including suspension or termination of study or employment.

Where appropriate, Unitech will involve the police or other law enforcement agencies in relation to breaches of this policy.

RFERENCES

1. Pierro , Marianne Di. Professional Email Etiquette in 11 Easy Steps. http://linkis.com/ucLGy (19/08/2015)

2. www.itdonut.co.uk/it/staff-and-it...it-policies/sample-email-use-policy (2/08/2015)

3. http://www.advantage-positioning.com/wp-content/uploads/2013/06/23_Rules_of_Corporate_Email_Etiquette.pdf (19/08/2015)
4. Raman, Meenakshi and Sharma, Sangeeta. 2004. Technical Communication:Principles and Practices. India, Oxford University Press.