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.