Audit of use of email
signatures and out of
office messages
Author: Chris Lines, Director of Communications
Date: 19 May 2011
Version: 0a
Purpose and Summary of Document:
This report presents the result of an audit of the use of email signatures
and out of office messages to assess compliance with guidance.
Documents Attached:
Audit of use of email signatures and out of office messages, 25 March
2011
Date of Executive Team Meeting:
24 May 2011
Committee/Groups that have received or considered this paper:
None
Please State if the Paper is for:
Discussion
Decision
Information
x
Publication / Distribution:

Public (Internet)

NHS Wales (Intranet)
Public Health Wales
1
Audit of email
Purpose
This report presents the result of an audit of the use of email signatures
and out of office messages to assess compliance with guidance.
2
Recommendation
The report is noted.
3
Timing
There are no timing issues.
4
Financial Implications
There are no financial implications.
5
Background
In 2010, Public Health Wales issued guidance to its staff on the use of
email signatures and out of office messages.
The guidance seeks to ensure that:
6

The Public Health
consistently
Wales
name
and
websites
are
promoted

Good communications practice is followed in relation to providing
contact details for email recipients

The principles of the organisation’s Welsh Language Scheme are
followed
Next Steps
The guidance on using email signatures and out of office messages will be
updated. Some alternative bilingual out of office messages will be
incorporated to provide staff with greater flexibility for contact
arrangements in their absence.
An intranet story will be published reporting on this audit and some of the
common errors in applying the guidance. The purpose will be to promote
the guidance and its adherence. The story will be linked to the e-Bulletin.
Date: 19 May 2011
Version: 0a
Page: 2 of 2