Death By Email Blog

New York Times Duped By Email

When you receive controversial email, do you believe that the person in the FROM: field actually sent it?  Is there any chance that it could have been written by somebody else?  (This is also a good question for e-discovery cases.)

The email in question today was from the Bertrand Delanoë, mayor of Paris, was quite critical of Caroline Kennedy's quest for the Senate seat from New York State.  Written to the Letters to the Editor section of the New York Times, it started as follows:

"As mayor of Paris, I find Caroline Kennedy’s bid for the seat of Senator Hillary Rodham Clinton both surprising and not very democratic, to say the least. What title has Ms. Kennedy to pretend to Hillary Clinton’s seat? We French can only see a dynastic move of the vanishing Kennedy clan in the very country of the Bill of Rights. It is both surprising and appalling," the email to the New York Times said.

The problem is that it wasn't from the mayor of Paris.  The Times, in its apology, said that it did not follow its usual standards.

"This letter, like most Letters to the Editor these days, arrived by email. It is Times procedure to verify the authenticity of every letter. In this case, our staff sent an edited version of the letter to the sender of the email and did not hear back. At that point, we should have contacted Mr. Delanoë's office to verify that he had, in fact, written to us.  We did not do that. Without that verification, the letter should never have been printed.  We are reviewing our procedures for verifying letters to avoid such an incident in the future."

Withheld Emails Ordered Released in Homicide Case

Twenty-four pages of previously censored emails related to the homicide of University of Wisconsin -Madison student Brittany Zimmermann were released yesterday in response to Dane County Circuit Judge Richard Niess order.  (Wisconsin State Journal)   The emails, which were sharply critical of the Dane County 911 Center, were withheld in what some are calling a deliberate cover-up.  The Wisconsin State Journal and others successfully filed suit for their release.

According to the emails, the 911 center received a phone call from the Zimmermann's cell phone, but police weren't sent until 48 minutes later after her body was discovered.  Police said screaming and sounds of a struggle could be heard on a tape of the call, and an immediate dispatch could have made a difference in the case, which remains unsolved.  It seemed that blame for an error was being assigned to veteran emergency operator Rita Gahagan.

An email from 911 employee Cathy Schultz described one scene: "Det. Al Rickey came in and wanted Rita to listen to the call again to explain the background noises he was hearing as he had enhanced the tape." Schultz describes how Gahagan was forced to listen to the call multiple times. "Rita put her face in her hands during the initial part of the call," she wrote. "This is clearly haunting her."

But, the just released emails are damning of the 911 operations center and its "failing phones", "cheap headsets", disconnected calls, and a policy to call back disconnected calls only "as time permits." Complete text of released emails.) 

"Could you offer percentages, not only on the number of cell disconnects received, many with background noise that is not discernible, but the number that are actually called back and documented and that what happened here is not uncommon," she asked.

Why were the emails withheld?  This could be one of those cases where the emails could be useful for the employees defense, yet the employer tried to prevent their release.  Dane County officials said that the emails could be withheld because they were part of a personnel investigation into the 911 center's performance and the police investigation into the homicide.  Chalk one point for Freedom of Information legislation.

Make 2009 Something To Dance About

Let's make 2009 something to dance about. InBoxer's lead investor, First Round Capital, made this video holiday card. You can find Josh Kopelman, an InBoxer Board member, and me dancing at around 2:10 in the video.

Is The Future of Email at Yahoo!?

I think that I have just glimpsed at the future of email, and it is at Yahoo! (beta.mail.yahoo.com).

Yahoo today launched its "Smarter Inbox" which integrates the "connections" capability of social networks into email.  For example, email from your connections (perhaps your most frequent contacts) are clustered and grouped on the top of your messages.  So all mail from your spouse or your boss can be right on top. 

This connections concept turns out to be very powerful as an organizer, spam fighter, and communications manager.  Here are some of the things I see:

- Those worried about too many interruptions or information overload can even create a view of only mail from your connections, so that less critical mail can be viewed only at less critical times.

- Status updates and group invitations are integrated with the email view. 

- Yahoo Mail becomes dashboard for watching contact activity at social sites.  For example, the Flickr app allows users to display a window of recent Flickr from connections.  

I see this as the future of email because it prioritizes communications by source.  It integrates the communications from the most important people, regardless of whether it is 1-to-1 or 1-to-many communications.  I can easily see Yahoo! as a portal into communications from blogs, Facebook, LinkedIn, Ning sites, Twitter, YouTube and more -- provided the source is your contact.

My guess is that these features will quickly find their way into other mail products.  The challenge for Yahoo! will be to integrate into enough third party applications to make their mail service profitable.  But, I have certainly seen the future of email, and the thinking is at Yahoo!

Palin Emails Won't Go Away

You may have thought that the Alaskan email scandal would go away now that the presidential election has passed.  Nope.

Andree McLeod, a former Alaska state worker, has been seeking telephone and email records for two aides to Gov. Sarah Palin.  McLeod, a 53-year-old registered Republican who has held various jobs in state government, suspected that Ivy Frye and Frank Bailey had engaged in political activity during official business hours in that period by participating in a Palin-backed effort to oust the state chairman of the Alaska Republican party, Randy Ruedrich. (Bailey has been in the national news of late for refusing to cooperate with investigators probing whether Palin fired Alaska's public safety commission because he did not dismiss a state trooper who had gone through an ugly divorce with Palin's sister.)  (Mother Jones)

While McLeod received bankers boxes of records, 1100 emails were withheld for reasons such as "deliberative process/executive."  

At issue is that a considerable number of emails that were copied to the governor's husband, Todd.  Todd Palin is not a state official.  McLeod filed suit this week to get the emails.

"If Todd Palin is entitled to see them, then any other Alaskan, starting with Andree McLeod, is entitled to see them," said McLeod's lawyer, Donald C. Mitchell. 

In a Nov. 6 letter to Mitchell, the governor's chief of staff, Michael Nizich, wrote that Todd Palin is an advisor to Palin, and that the governor doesn't waive her privilege to keep internal deliberations confidential just because he received copies of emails.  (Anchorage Daily News)

Thanks for the tip from Kimo Crossman.

No Power - No Connectivity

I am already sick of winter -- and it has not officially started yet.

The electric power in my town went out on Thursday night as the result of an ice storm.  I saw the show from my bedroom window at 2 AM as trees hit the power lines.  It was a beautiful show of sparkling fireworks with loud noises -- and then the lights went out.  Even in my dark bedroom, it is amazing how many little lights my wife and I had -- the clock radios, the charging wireless phone, the cable box, the surge protector.  You really notice them when they are gone.

Since then, we have been powerless -- heatless -- waterless (no well) -- FiOS-less.  Yes, my email was gone.  Even my BlackBerry was intermittent as the towers had a power problem.

Friday turned into a day of hunting down email connectivity.  I went to three libraries that advertised free wi-fi.  Did you know that the libraries block VPN traffic to protect minors?  I don't know how the VPN to my office hurts minors, but I am glad somebody is protecting them.  The local Starbucks cafes were filled with other wi-fi desperate people, who took every parking spot and table.  I was frustrated for hours and hours.

It is Saturday night and we are hoping for power tomorrow.  Right now, my wife and I are visiting our best friends.  And, I am on-line with my VPN and secure network fix.  Boy, I have needed this.

(UPDATE:  Power was restored Sunday afternoon.  FiOS Internet resumed immediately.  My next door neighbor with Comcast service was not so lucky.)

His Email Compared Michelle Obama to a Black Window Spider

Canyon County Commissioner Steve Rule, a Republican, apologized yesterday for circulating an email on his official account that comparedMichelle Obama to a black widow spider.

The email shows the wife of the president-elect in the black and red dress she wore election night next to a photo of one of the poisonous spiders, which have black and red markings.

"The female has a very wide backside, is black, and has a red hour glass shaped marking on her belly. You can find this spider in: Closets, wood piles, under beds and soon the White House," reported the Idaho Statesman.

"I didn't see it that way (as racist)," Rule told the Idaho Statesman. "I didn't study the e-mail I just thought the markings on her dress was very similar to that of the spider, and I thought it was kind of funny. For me, it was all about the dress. ... But apparently it offended some people, and I'm sorry."

Before You Hit Send .....

There was a lot of interest in my recent post "10 Things Never To Put In Email."  Because of the discussion and comment on what not to put in an email, I thought I would reprint Seth Godin's "Email Checklist."  Before you hit send on that next email, perhaps you should run down this list, just to be sure:

1. Is it going to just one person? (If yes, jump to #10)
2. Since it's going to a group, have I thought about who is on my list?
3. Are they blind copied?
4. Did every person on the list really and truly opt in? Not like sort of, but really ask for it?
5. So that means that if I didn't send it to them, they'd complain about not getting it?
6. See #5. If they wouldn't complain, take them off!
7. That means, for example, that sending bulk email to a list of bloggers just cause they have blogs is not okay.
8. Aside: the definition of permission marketing: Anticipated, personal and relevant messages delivered to people who actually want to get them. Nowhere does it say anything about you and your needs as a sender. Probably none of my business, but I'm just letting you know how I feel. (And how your prospects feel).
9. Is the email from a real person? If it is, will hitting reply get a note back to that person? (if not, change it please).
10. Have I corresponded with this person before?
11. Really? They've written back? (if no, reconsider email).
12. If it is a cold-call email, and I'm sure it's welcome, and I'm sure it's not spam, then don't apologize. If I need to apologize, then yes, it's spam, and I'll get the brand-hurt I deserve.
13. Am I angry? (If so, save as draft and come back to the note in one hour).
14. Could I do this note better with a phone call?
15. Am I blind-ccing my boss? If so, what will happen if the recipient finds out?
16. Is there anything in this email I don't want the attorney general, the media or my boss seeing? (If so, hit delete).
17. Is any portion of the email in all caps? (If so, consider changing it.)
18. Is it in black type at a normal size?
19. Do I have my contact info at the bottom? (If not, consider adding it).
20. Have I included the line, "Please save the planet. Don't print this email"? (If so, please delete the line and consider a job as a forest ranger or flight attendant).
21. Could this email be shorter?
22. Is there anyone copied on this email who could be left off the list?
23. Have I attached any files that are very big? (If so, google something like 'send big files' and consider your options.)
24. Have I attached any files that would work better in PDF format?
25. Are there any :-) or other emoticons involved? (If so, reconsider).
26. Am I forwarding someone else's mail? (If so, will they be happy when they find out?)
27. Am I forwarding something about religion (mine or someone else's)? (If so, delete).
28. Am I forwarding something about a virus or worldwide charity effort or other potential hoax? (If so, visit snopes and check to see if it's 'actually true).
29. Did I hit 'reply all'? If so, am I glad I did? Does every person on the list need to see it?
30. Am I quoting back the original text in a helpful way? (Sending an email that says, in its entirety, "yes," is not helpful).
31. If this email is to someone like Seth, did I check to make sure I know the difference between its and it's? Just wondering.
32. If this is a press release, am I really sure that the recipient is going to be delighted to get it? Or am I taking advantage of the asymmetrical nature of email--free to send, expensive investment of time to read or delete?
33. Are there any little animated creatures in the footer of this email? Adorable kittens? Endangered species of any kind?
34. Bonus: Is there a long legal disclaimer at the bottom of my email? Why?
35. Bonus: Does the subject line make it easy to understand what's to come and likely it will get filed properly?
36. If I had to pay 42 cents to send this email, would I?

1. Is it going to just one person? (If yes, jump to #10)
2. Since it's going to a group, have I thought about who is on my list?
3. Are they blind copied?
4. Did every person on the list really and truly opt in? Not like sort of, but really ask for it?
5. So that means that if I didn't send it to them, they'd complain about not getting it?
6. See #5. If they wouldn't complain, take them off!
7. That means, for example, that sending bulk email to a list of bloggers just cause they have blogs is not okay.
8. Aside: the definition of permission marketing: Anticipated, personal and relevant messages delivered to people who actually want to get them. Nowhere does it say anything about you and your needs as a sender. Probably none of my business, but I'm just letting you know how I feel. (And how your prospects feel).
9. Is the email from a real person? If it is, will hitting reply get a note back to that person? (if not, change it please).
10. Have I corresponded with this person before?
11. Really? They've written back? (if no, reconsider email).
12. If it is a cold-call email, and I'm sure it's welcome, and I'm sure it's not spam, then don't apologize. If I need to apologize, then yes, it's spam, and I'll get the brand-hurt I deserve.
13. Am I angry? (If so, save as draft and come back to the note in one hour).
14. Could I do this note better with a phone call?
15. Am I blind-ccing my boss? If so, what will happen if the recipient finds out?
16. Is there anything in this email I don't want the attorney general, the media or my boss seeing? (If so, hit delete).
17. Is any portion of the email in all caps? (If so, consider changing it.)
18. Is it in black type at a normal size?
19. Do I have my contact info at the bottom? (If not, consider adding it).
20. Have I included the line, "Please save the planet. Don't print this email"? (If so, please delete the line and consider a job as a forest ranger or flight attendant).
21. Could this email be shorter?
22. Is there anyone copied on this email who could be left off the list?
23. Have I attached any files that are very big? (If so, google something like 'send big files' and consider your options.)
24. Have I attached any files that would work better in PDF format?
25. Are there any :-) or other emoticons involved? (If so, reconsider).
26. Am I forwarding someone else's mail? (If so, will they be happy when they find out?)
27. Am I forwarding something about religion (mine or someone else's)? (If so, delete).
28. Am I forwarding something about a virus or worldwide charity effort or other potential hoax? (If so, visit snopes and check to see if it's 'actually true).
29. Did I hit 'reply all'? If so, am I glad I did? Does every person on the list need to see it?
30. Am I quoting back the original text in a helpful way? (Sending an email that says, in its entirety, "yes," is not helpful).
31. If this email is to someone like Seth, did I check to make sure I know the difference between its and it's? Just wondering.
32. If this is a press release, am I really sure that the recipient is going to be delighted to get it? Or am I taking advantage of the asymmetrical nature of email--free to send, expensive investment of time to read or delete?
33. Are there any little animated creatures in the footer of this email? Adorable kittens? Endangered species of any kind?
34. Bonus: Is there a long legal disclaimer at the bottom of my email? Why?
35. Bonus: Does the subject line make it easy to understand what's to come and likely it will get filed properly?
36. If I had to pay 42 cents to send this email, would I?

Student May Be Suspended For Informational "Spam"

This blog is filled with stories about emails that were vulgar, offensive, abusive, incriminating or against state laws.  But Michigan State University student Kara Spencer may get suspended for sending an email that is none of these.  As a matter of fact, reports say it was an informational email about a campus issue.  (Lansing State Journal)

What was her offense?  What brings her to a disciplinary hearing today in front of MSU's Student-Faculty Judiciary?

Spencer sent an email to 391 professors against university regulations on the use of its computer network. Those regulations prohibit individuals from sending unsolicited bulk emails (spam) for personal reasons.  What makes it spam?  Not content.  Spam is defined as bulk email sent to 20 to 30 recipients over two days.

"It is our belief that such a policy does not impose unlawful restrictions on free speech," says University President Lou Anna Simon.  The policy is "a set of procedural requirements that apply to all bulk use of the e-mail system, as opposed to a policy that makes distinctions based on the content of particular e-mails."

(UPDATE:  Spencer said Wednesday that she has received an official warning from MSU, according to the Detroit Free Press.)

India Claims China is Breaking Into The PM's Email

The Office of the Prime Minister in India has instructed officials and staff not to use Google mail for any official communications due to "Chinese hackers" breaking into Google's mail accounts (The Economic Times).  It would appear that the hacking has allowed the Chinese to gain access to emails through which officials communicate policy and decisions to other ministries and arms of the government.

The Indian National Informatics Center (NIC) is said to have also traced the IP addresses used to hack into Prime Minister's Office communication networks to China. There have been at least 3 or 4 attacks on the Indian servers daily, they report.  Much of the hacking comes from hard to trace dial-in accounts.

This report comes on the heels of other reported cyber attacks on India from China, including aimed at the National Security Council.

The reported cyber assault has Indian officials concerned for two reasons, the Economic Times reports:

• Though key communications within the government are encrypted in an attempt to be secure, the Chinese hackers appeared to have exploited the alleged security loopholes and are using programs and designing software that can decrypt the system and bypass the security systems installed.
• It exposes India’s official networks to constant scanning and mapping by the Chinese. This, experts fear, may arm Beijing with a strategic advantage in the event of a conflict, as hackers would know exactly how to disable the networks or distract them.

National Security Adviser M K Narayanan is tasked with coordinating with NIC experts in India's fight against hackers. "However, the limited resources available restrict the agency from hiring the best IT brains, most of whom are in the private sector, to create fully secure cyber networks that can withstand all attempts at hacking." the Economic Times reports.