Chain Letters, Urban Legends, and Other Junk E-mail (Excerpt from October 1998 Circuit)
Active users of e-mail service have probably noticed electronic chain mails making their way around the workplace. More than nuisances, these messages can negatively impact network services, waste productive time or be offensive.Although it is important that we not overreact to this issue, we are obligated to maintain a professional and efficient work environment--virtual as well as physical. Communicating via e-mail is really no different than talking on the phone. Taking a break in the workday to say hello or make someone laugh is good; however, common sense should rule when conveying a message that may offend a colleague or impact performance.
Easy reproduction
E-mail is chain letter paradise. Dependent solely on rapid reproduction and transmission, chain letters can easily flourish on a network. How simple could it be? Just forward the message to a prescribed distribution list. No paper copies, no envelopes and best of all, it's free! Or is it?
Many network systems are plagued with resource allocation issues. There never seems to be enough bandwidth, storage capability, etc. Information Services administrators are constantly sending our requests, as well as warnings, on efficient use of information technology resources and services. Consequently, forwarding expansive non work-related messages is not free.
Appeal of chain letters
Although many of us may not understand the appeal of chain letters, based on recent letter receipts, there appear to be plenty of folks who like to participate.
There are currently three basic types of chain letter going around. The first relies on superstition. This letter may promise good fortune to the recipient provided it is forwarded exactly as prescribed. It may also warn of negative consequences should instructions be ignored. Or, its primary purpose may be to intimidate and scare the reader.
The second type of chain letter can be categorized as inspirational. This letter typically tells a short story with a higher level message on life, and sometimes even takes on a religious tone. One inspirational letter received recently spoke of the importance of setting priorities in our busy lives so we do not lose sight of what is really important.
The third type of chain letter is comedy. This one appears to have the greatest audience appeal, at home as well as in the office. I remember a scientific analysis of the existence of Santa Claus and a parody on the IRS.
Some among us even subscribe to Web services that automatically mail out witty commentary on a monthly or weekly basis. Often these letters are not only electronically forwarded but are also copied by the hundreds, faxed between office locations and taken home to share with friends and family.
What's the harm?
Are e-mail administrators and security managers overreacting when they discourage such activity? After all, it's just a harmless chain letter.
Before you respond, consider the chain letter hundreds received this past summer, requesting participation in a software beta test program and promising free software and $1,000, provided the message was forwarded to 1,000 others. When printed, the letter turned out to be half a page of actual message, and 21 additional printed pages of forwarding information.
Given the length of some messages and the extent of participation, system administrators and security personnel are justified in their concern. Chain letters can negatively impact both system performance and workforce productivity. In addition, the subject matter of some chain letters may be inappropriate for the workplace or offensive!
An appropriate response
If you receive junk mail, simply delete it upon receipt. No additional action is required unless the sender transmits such mail repeatedly. If this is the case, you may opt to reply to the sender with a "cease" request.
In the case of offensive mail, report the incident to your local management. If the situation continues, or should you require additional support, feel free to contact the Ethics office at (410) 765-1919 or your facility's local Business Conduct Officer.