MAIL BAG: THE DEVIL IS IN THE E-MAIL
Sometime reader A. Fonzerelli of Milwaukee, WI writes: “I’ve heard you say that it’s important to keep an e-mail record of discussions with my CO, but I thought e-mail could also cause trouble. Which view is right?” It is important to remember that e-mail is a tool, A. And, just like any tool, it can be used to build or destroy things (just see some of my weekend projects). It is, indeed vital for contractors to keep a record of discussions with CO’s and other government people on contract management matters. Verbal recollections fade fast and don’t hold up in an audit, either. E-mail can get you in trouble, too, though. Discussions with company or fellow contractor colleagues can be taken out of context or, let’s face it, sometimes just create a record of things you’d rather not have said. Remember what you tell kids about social media – don’t post anything that would embarrass you in front of your mother. If your colleague has a question about contract compliance, by all means answer it, but remember that the phone can sometimes be best. You get to have a good discussion and stay compliant without running the risk of someone using it later as evidence that you run a slack organization. When in doubt, put down the keyboard and use your smart phone for its original purpose.