Last Modified: July 25, 2005
This system was established in 1995 to improve notification speed and efficient distribution of policy and procedure memoranda called DDD (Deans, Directors and Department Chairs) memos. Memos are sent throughout the university by e-mail with full-text copies including attachments, archived on Business Affairs's web site athttp://www.admin.ufl.edu/ddd/.
Mail lists used to deliver e-mail versions of DDD memos change as personnel assignments change but included over 2,182 addresses on July 25, 2005. Log entries involving web site memos and attachments (http://www.admin.ufl.edu/ddd/) included nearly 12,000 page hits during the months of April and May 1997. During the same two month period, 250 attachment files associated with DDD memos were downloaded. All of this activity demonstrates improved service in the form of rapid access, archival support and increased effectiveness as the people who need this kind of information the most, find it easier to acquire.
The program has clearly been successful in saving pasper, duplication and distribution costs. In a policy established by Administrative Affairs'Memorandum No. 173 (October 20, 1997), all official DDD's will be transmitted solely by electronic mail beginning January 1, 1998.
Any University of Florida Vice President, Dean, Department Chair or Director can authorize the creation of a DDD memo. The following requirements and instructions should be followed by those wishing to submit a memo for distribution.
DDD Memos should be:
Memos should be sent as an e-mailed attachment in either Microsoft Word or Corel WordPerfect format.
Submissions will be distributed as e-mail notes and posted on the DDD web site as quickly as possible. If at all possible, DDD submissions should be embedded in e-mail messages sent to one of the two contact offices described below. They may also be sent as Microsoft WORD documents, Excel spreadsheets, plain text (ASCII) files on IBM-compatible diskettes or if absolutely necessary, as printed documents. Capturing text from printed documents is time consuming and prone to error, so sending printed material should always be an option of last resort.
Attachments should be forwarded to Operations Analysis for presentation on the web site or alternatively, include a URL reference to a document on your web server which can be incorporated into e-mail distributed memos.
Business Affairs Divisions may send memos to Operations Analysis, P.O. Box 113035, 400 Ben Hill Griffin Stadium; attention: Elwood Aust, firstname.lastname@example.org.
All other university offices should also send their submissions to Elwood Aust, Operations Analysis, P.O. Box 113035 - 400 Ben Hill Griffin Stadium, email@example.com.
Notifications of personnel assignment changes involving Deans, Department Chairs and Directors should be sent to Elwood Aust. He may be contacted at 273-0255 to discuss any questions or concerns about this policy.
Electronic DDD memos are available to anyone who wishes to receive them. If staff members (other than Deans, Department Chairs or Directors) wish to receive memos through e-mail, they can add themselves to the distribution list by sending an e-mail message firstname.lastname@example.org.
Include "SUBSCRIBE DDD-L" (without the quote marks) in the message body. After sending the message, they should receive an e-mail message in return indicating a successful subscription with detailed instructions about how to take themselves off the list whenever they wish.
Back to Deans, Directors, and Department Chair Memos List
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