CASES21 Email Guidelines and Management Instructions Overview May 2010 CASES21 has the ability to automatically email reports, track the history of emailed reports and check the status of reports that have been marked for emailing. These reports have been redesigned to limit sensitive information. These guidelines cover the management of how emails are obtained, stored and used and which reports can be emailed as well as advice on ensuring consent is granted from the recipient. See the relevant chapter (e.g. Creditors) of the for more details on the use of the particular formats and tasks. The following reports have emailing functionality: Sundry Debtor TAX Invoice Print Email (DR21401E) – Debtor Statements - Alphabetical Email (DR21304E) – TAX Invoice Print Email (DF21401E) – Family Statements - Alphabetical Email (DF21304E) – Family Statements - Portrait Email (DF21317E) – Family Payment Vouchers - Payee Email (DF21120E) – Family Statements by Home Group Email (DF21305E) – Creditor Payment Vouchers - Creditor Email (CR21117E) – Purchase Orders by Batch Email (CR21107E) – A field is available in Family Financial (DF11003) and Sundry Debtors (DR11001) to allow schools to record the email address. The Creditors (CR11001) format has two fields to record email addresses for creditors (one for purchase orders and one for payment vouchers). You should check that existing creditor email addresses are correct, and make sure that creditors with an email address in CASES21 would like to receive vouchers or purchase orders via email. Guidelines In accessing and/or discussing information held on the school’s CASES21 database (which now includes the email address), the relevant information policy principles which need to be considered are Collection, Use and Disclosure, Data Quality, Data Security and Unique Identifiers, Anonymity and Transborder Data Flows for more information about these – principles go to: The above reports are the only reports to be forwarded by email to each corresponding group after permission has been granted from the recipient/s. Permission could be obtained by issuing of a permission letter (see sample letter below). Management Instructions
CASES21 Email Guidelines and Management Instructions May 2010 Overview CASES21 has the ability to automatically email reports, track the history of emailed reports and check the status of reports that have been marked for emailing. These reports have been redesigned to limit sensitive information. These guidelines cover the management of how emails are obtained, stored and used and which reports can be emailed as well as advice on ensuring consent is granted from the recipient. See the relevant chapter (e.g. Creditors) of the for more details on the use of the particular formats and tasks. The following reports have emailing functionality: Sundry Debtor TAX Invoice Print – Email (DR21401E) Debtor Statements - Alphabetical – Email (DR21304E) TAX Invoice Print – Email (DF21401E) Family Statements - Alphabetical – Email (DF21304E) Family Statements - Portrait – Email (DF21317E) Family Payment Vouchers - Payee – Email (DF21120E) Family Statements by Home Group – Email (DF21305E) Creditor Payment Vouchers - Creditor – Email (CR21117E) Purchase Orders by Batch – Email (CR21107E) A field is available in Family Financial (DF11003) and Sundry Debtors (DR11001) to allow schools to record the email address. The Creditors (CR11001) format has two fields to record email addresses for creditors (one for purchase orders and one for payment vouchers). You should check that existing creditor email addresses are correct, and make sure that creditors with an email address in CASES21 would like to receive vouchers or purchase orders via email. Guidelines In accessing and/or discussing information held on the school’s CASES21 database (which now includes the email address), the relevant information policy principles which need to be considered are Collection, Use and Disclosure, Data Quality, Data Security and Unique Identifiers, Anonymity and Transborder Data Flows – for more information about these principles go to: The above reports are the only reports to be forwarded by email to each corresponding group after permission has been granted from the recipient/s. Permission could be obtained by issuing of a permission letter (see sample letter below). Management Instructions
CASES21%20Email%20Guidelines%20and%20Management%20Instructions%20-%20V2_1.docx