HORACE.ORG E-MAIL ACCEPTABLE USE PRACTICES

• Encourage the responsible use of resources (network, personal). Discourage practices that degrade the usability of network resources. Maintain the image and reputation of the horace.org as a responsible e-mail service provider.
• Protect the security, reliability, and privacy of horace.org's systems and network, and the systems and network of others, consistent with the policies of the horace.org.
• Safeguard the privacy and security of individual users, consistent with the policies of the horace.org

WHILE THE horace.org WISHES TO PROMOTE THE PRIVACY OF INDIVIDUAL MAIL USERS CONSISTENT WITH ITS E-MAIL POLICIES, THE horace.org CANNOT GUARANTEE THE SECURITY OR PRIVACY OF THE horace.org’S SYSTEMS AND NETWORKS OR THE NETWORKS AND SYSTEMS OF OTHERS. THE horace.org RESERVES THE RIGHT TO MONITOR E-MAIL USE TO ENSURE COMPLIANCE WITH ITS POLICIES. USERS SHOULD CONSIDER WHETHER IT IS APPROPRIATE TO USE E-MAIL FOR CONFIDENTIAL MESSAGES.

E-MAIL IS A PRIVILEGE, NOT A RIGHT. THE horace.org RESERVES THE RIGHT TO DISCONTINUE E-MAIL ALIAS OR E-MAIL LIST SERVICE, WITH OR WITHOUT WARNING, FOR ANY REASON INCLUDING, BUT NOT LIMITED TO, VIOLATIONS OF THIS POLICY. AN horace.org E-MAIL ALIAS DOES NOT AUTHORIZE THE RECIPIENT OR USER TO REPRESENT THE horace.org OR TO ACT ON BEHALF OF THE horace.org. THE horace.org RESERVES THE RIGHT TO MODIFY THIS POLICY AT ANY TIME, FOR ANY REASON DEEMED APPROPRIATE BY THE EXECUTIVE STAFF.

A USER MUST BEAR RESPONSIBILITY FOR HIS OR HER USE OF E-MAIL. THE horace.org CAN ACCEPT NO RESPONSIBILITY OR LIABILITY FOR ANY ACTIONS OF THE ALIAS RECIPIENT OR USER OR FOR ANY CONSEQUENCES RESULTING FROM USE OF E-MAIL, INCLUDING BUT NOT LIMITED TO, MISADDRESSED, LOST OR UNDELIVERED E-MAIL MESSAGES. THE horace.org WILL COOPERATE WITH AUTHORITIES CONDUCTING A LEGAL INVESTIGATION, OR OTHER OFFICIAL INQUIRY, INTO ILLEGAL ACTIVITIES OR UNLAWFUL ACTS ASSOCIATED WITH THE USE OF AN horace.org E-MAIL ALIAS OR E-MAIL SERVICE.

Users of horace.org e-mail aliases or mailing lists should be courteous to others when sending e-mail and should not abuse the service provided by the horace.org. Following is a non-exclusive summary of conduct that would be considered acceptable as well as unacceptable use of the horace.org e-mail alias and email list service:

Direct e-mail communications covered may include, but is not limited to, the following:

• Informational announcements of new programs (e.g., GOLD activities, local seminars or events; Society, Section, Chapter, Region activities, Financial Advantage programs)
• Announcements regarding changes to programs, services (e.g., subscription info, terms and conditions)
• Fund-raising announcements (e.g., Life Member Fund, horace.org Foundation, History Center)
• New product promotions (e.g., books, standards, merchandise, subscriptions)
• Low cost/no cost inventory reduction promotions (e.g., ‘net warehouse sale)
• Conference-related announcements (e.g., registration, call for papers, special activities, tour programs)
• Newsletters (an e-mail subscriber list is governed by the rules of horace.org e-mail list, as noted in policy procedures)
• Surveys (e.g., horace.org member survey, library survey, Society membership needs assessment)

• Postcard announcement with response mechanism or other mailings to target member/customer group, asking for permission to communicate via e-mail.
• Toll-free number, message center or Website registration for members or customers where they may "sign up" to receive various types of communications electronically.
• "Welcome" or "appointment" letters or messages may incorporate this information.
• On-site conference registry for information related to that conference, etc.
• Via publications such as horace.org Spectrum, The Institute, etc.
• Via membership renewal, invoice or statement processes.

In certain cases, the nature of a volunteer or staff position, or participation in a specific group, may come with the caveat that (all or some) communications occur via e-mail. Once this is made clear to the individuals - either at the time of joining or as the policy of that specific group, activity or office changes - the electronic communication is appropriate and would fit these criteria.

• Member requests that renewal information be provided electronically. horace.org provides that information via e-mail, at the e-mail alias or address on file.
• Section members request that information on local activities be provided via e-mail. These aliases are provided to the Section via SAMhorace.org program. Section announcements are provided electronically to the requesting Section member.
• Attendees at an horace.org conference are asked if they would like to receive future notices regarding similar conferences via e-mail. E-mail addresses or aliases are collected, and this communication is disseminated via electronic mail list.
• A print newsletter editor decides to "go electronic". Print subscribers (or recipients) are asked if they would prefer to receive the print or the electronic version, and their aliases or addresses are collected. The newsletter is sent via e-mail. Those receiving the electronic version do not need to be asked with each issue if e-mail is their preferred method.
• Members/customers asked - via online bookstore, response postcard mailing, conference signup or other means - if they would like to be kept informed of new titles in their field. Only print notices may be sent, unless the member/customer is specifically asked if they would like to receive such announcements electronically.

• Illegal Material
  Do not send e-mail that contains any information that is illegal (e.g., copyright violations, trade secrets, and obscene material), harassing or threatening. Additionally, be aware that the transit of material into, or through, other countries may be required to comply with the law in that country. In some cases, this may include the transmission of encrypted messages
• Chain Letters, Pyramid Selling, and Multi-Level Marketing Schemes
  These are similar to the paper and mail-based letters that make these claims. Typical abuse of this sort includes the "Make Money Quick" scams. These not only waste resources, they are illegal in certain countries and may render the poster liable to prosecution.
• Unsolicited External Commercial E-mail
  Unsolicited external commercial e-mail, commonly referred to as spam, is advertising material sent without the recipient either requesting or denying receipt of such information or otherwise expressing an interest in the material advertised. Since many Internet users use a dial-up connection and pay for their online time, receipt of unsolicited external commercial advertising costs them money and is particularly unwelcome.
• Electioneering
  Using @horace.org mailing list aliases for the purpose of promoting an election campaign is forbidden.
• Confidential Material
  It is inappropriate to send confidential information via e-mail since e-mail is not private and it can be read by anyone with the proper tools.
• Unrequested Binary Messages
  The majority of e-mail users are not able to select messages based on size and therefore such e-mails result in a significant waste of resources.
• Forged Headers and/or Addresses
  It is a grave abuse of the e-mail system if a message is sent that implies the sender can be contacted at an e-mail, postal, or fax address that is not under the direct control of the sender.
• Electronic Mail Bombing
  Electronic mail bombing is sending multiple e-mail messages, or one or more large e-mail messages, with the sole intent of annoying and/or seeking revenge on a fellow Internet user.
• Resale or Commercial Use of Service
  Your right to use the Service is personal to you. You may not allow any third person to use the Service. You may not resell or make any commercial use of the Service.

Due to the time taken to download it, sending long e-mail messages to sites without prior agreement can amount to denial of service, or it can create an inability to access e-mail at the receiving site. Note that if binary attachments are added to the e-mail, this may increase the size of the message considerably. If a prior arrangement has not been made, the mail will be extremely unwelcome.

• Mail bombing an address in such a way to make Internet access impossible, difficult, or costly.
• Opening an unnecessarily large number of mail connections to the same mail host or making a connection to a SMTP relay (sometimes known as a smarthost) without authorization or permission.
• Sending e-mail designed to damage the target system when executed or opened; for example, sending malicious programs or viruses attached to an e-mail.
• Sending e-mail that is designed to cause confusion, consternation, fear, uncertainty, or doubt, such as fake virus warnings.

If you have any further questions about the horace.org E-mail Acceptable Use Practices, please contact chan@horace.org