I’ve been sending out some emails on behalf of our state museum association, and just received the following auto-response (names have been removed to protect the unknowingly guilty):
If you have gotten this message you have emailed *******.
(Or your virus affected computer may have… if so get a good service tech)
(Also if your mail server has problems and is infected YOU need to fix that I do not want to be involved!)
You Have Contacted ****** – THE MUSEUM!
If you have something you wish to sell us for our Archive and displays here
at **** Please follow up your Email with a phone call as we get a
high volume of message into the in box and may not respond right away (***-***-****)
If we are busy and ask you to call back please do so. Chances are we are running though the halls here
on the cordless and are not sitting at a desk to take a message down on a pad!
Note We are a museum, we do not have human resources files for ***** and such things people
through google request from us.
If any of your relatives were involved in any of the activities we document here DO NOT
throw any thing away before you check with us.
Thanks for joining in the crusade to save history.
Thanks,
*****, Archivist for ******
See the Museum’s Web Site at ****
We are always looking for items to add to the museum’s display and ref. library – please advise if you have anything we can use.
(***ADDRRESS)
CONFIDENZIALE: Questo messaggio e gli eventuali allegati sono confidenziali
e riservati. Se vi è stato recapitato per errore e non siete fra i
destinatari elencati, siete pregati di darne immediatamente avviso al
mittente. Le informazioni contenute non devono essere mostrate ad altri, né
utilizzate, memorizzate o copiate in qualsiasi forma.
CONFIDENTIAL: This e-mail and any attachments are confidential and may
contain reserved information. If you are not one of the named recipients,
please notify the sender immediately. Moreover, you should not disclose the
contents to any other persons, nor should the information contained be used
for any purpose or stored or copied in any form.
(The weird text formatting is original.)
This is such a perfect example of what not to do that I couldn’t resist.
And why the “Confidential” warnings? The email address is simply for the archivist at this organization. They’re not a doctor or a lawyer. And why in heaven’s name is one of the warnings in Italian? Spanish in this area I could see, but Italian?
How many possible donors or friends get this auto-response, and not knowing much about computers, suddenly fear they have a virus?
Ouch.
In more general terms, this highlights the importance of checking all of your communications with someone who will give you honest feedback, but isn’t too close to the organization to see the problems. Can you try out a new auto-response reply on a neighbor, friend, business associate, or member before releasing it into the wild? When you make changes to your website, can you assign this same person to execute a specific task, while you watch them to see if there are any problems?
If you’re getting a lot of spam, or lots of messages seemingly sent from virus-infected computers, what can you do resolve that? There are several options — add a contact form with captcha to your website (to prevent (future) Bots from scraping your email address), change your email address (beware of this one, but sometimes extreme measures are necessary), heighten your spam protection (such as by routing your email through Google Apps/Gmail or something like Spam Assassin), etc.