CAP Talk

General Discussion => Membership => Topic started by: Cicero on November 12, 2017, 11:56:50 AM

Title: What are the rules - Squadron Rosters / Telephone & email lists / Phone trees?
Post by: Cicero on November 12, 2017, 11:56:50 AM
I am back after a near 20 year hiatus, and while many things are the same, much has changed. This is one that puzzles me. Any know the rules and regs regards this issue?
Title: Re: What are the rules - Squadron Rosters / Telephone & email lists / Phone trees?
Post by: Nick on November 12, 2017, 01:41:26 PM
I don’t know if there is any real formalized guidance on this anymore aside from what’s in the ES training documents.

These days, it seems like cell phone mass-SMS messages have taken over phone trees. Email distribution lists (there’s even a feature in eServices for commanders to aggregate email addresses) are pretty common. But again, unless I missed a reg somewhere, I don’t think there’s policy over it.


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Title: Re: What are the rules - Squadron Rosters / Telephone & email lists / Phone trees?
Post by: etodd on November 12, 2017, 08:20:37 PM
Emails with everyone's addy in the CC field are very common around here. I can't get folks to understand BCC. Stopped trying.

Title: Re: What are the rules - Squadron Rosters / Telephone & email lists / Phone trees?
Post by: cobra6987 on November 12, 2017, 09:46:08 PM
Emails with everyone's addy in the CC field are very common around here. I can't get folks to understand BCC. Stopped trying.

I BCC all the time :-D
Title: Re: What are the rules - Squadron Rosters / Telephone & email lists / Phone trees?
Post by: Nick on November 12, 2017, 09:48:07 PM
Yeah, that logic is lost on a lot of folks. I like the people that put my agency’s All Employees distro list in the CC line and then the people that Reply All back to that person.


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Title: Re: What are the rules - Squadron Rosters / Telephone & email lists / Phone trees?
Post by: etodd on November 12, 2017, 10:20:34 PM
Yeah, that logic is lost on a lot of folks. I like the people that put my agency’s All Employees distro list in the CC line and then the people that Reply All back to that person.


Dittos.  We get emails from Wing Hdqs folks all the time like that, and yes, for some strange reason everyone wants to reply all to say "I got it!".

Drives me nuts.
Title: Re: What are the rules - Squadron Rosters / Telephone & email lists / Phone trees?
Post by: wacapgh on November 13, 2017, 04:24:27 PM
Also, review CAPR 1-2 PERSONALLY IDENTIFIABLE INFORMATION https://www.capmembers.com/media/cms/R001_002_15BAF8B12FA4B.pdf (https://www.capmembers.com/media/cms/R001_002_15BAF8B12FA4B.pdf)

"Examples of PII include, but are not limited to, social security number; age; marital status; race; date and place of birth; telephone numbers; other demographic, medical history, personal, medical and financial information. Unauthorized access to the PII of members/employees must be prevented to the maximum extent possible."

Off the top of my head - CAPF 31 (personal information), 160 (medical history), 161 (personal information), 162 (medical history), and 163 (medical history).

"(1) CAP records/documents containing PII must be kept under lock and key or in a secure electronic file that is password protected when the records/documents are not in use."
Title: Re: What are the rules - Squadron Rosters / Telephone & email lists / Phone trees?
Post by: Eclipse on November 13, 2017, 04:27:10 PM
In this day and age, there's really no need for localized squadron rosters,
phone lists, etc.  Those that need that information can get to on-demand via eServices,
and those that don't need it, don't need it.
Title: Re: What are the rules - Squadron Rosters / Telephone & email lists / Phone trees?
Post by: Nick on November 13, 2017, 09:52:22 PM
Yeah I tend to agree with Eclipse on this. And to simplify the process for those who don’t but do need to send out communications, make someone in charge of maintaining the distribution list(s).


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