Listserv Netiquette

Overview

A list server (otherwise known as a listserv) is an automated combined mailing list and file server system. Listserv applications provide users with common interests a centralized distribution to exchange information via e-mail. Listservs are the social networks within the computer networks. Originally, the listserv were used on Bitnet, an academic network based on IBM's computers. In the mid 1980s, the listserv systems became operational. The early initiatives contributed to how today's network based organizations are managed in this computing environment. Listserv's primary role is to provide a system for group communication on specific topics of interest among a particular group of people or organizations. Listserv applications include classroom, discussion, and administration in all walks of life. The focus of this presentation will be on listserv etiquette (netiquette) protocol necessary to allow free interaction and effective communications among the listserv subscribers.

Listserv System Defined

The listserv system is based on a client/server systems network. The server provides the mail and file service while the user’s workstation provides the human interface capability on the client side. The procedure to subscribe is the same for every type of listserv system. Any electronic mail client can be used to access a listserv system. The listserv program facilitates in creating and managing electronic mail-based conferences by automatically handling the membership and distributing the recordings of discussions to all subscribers. There are two types of listserv systems, private or public. The public list means anyone can join, leave, ask questions, and search archived messages at will. Public listserv systems generate more traffic due to the open accessibility. To subscribe to a public listserv, a user sends an email message to the listserv address with a one line message in the body of the text. The one line message format is: SUBSCRIBE list name Full Name. No other information necessary since the email message is being sent to a computer program, not an actual person. The user will receive confirmation of being added to the listserv mailing list along with unsubscribe procedures and listserv function information. The private listserv subscription method is similar to the public except the confirmation may be delayed until the list manager can verify and modify the list for control purposes. The private listserv tend to be more focused and professional due to the smaller group of subscribers. The six major listserv management functions include:

1. Managing Subscribers

• Includes adding/removing subscribers and change subscriber email address

2. Changing List Configurations

• Responsible for the correct syntax for header options

3. Changing Archive Schemes

• Consideration for archiving capability

4. Editing Various Templates

• Create welcome and other messages provide an editing capability

4. Bulk Operation

• Use for user group editing

4. Execute a Listserv Command

• Used to issue a specific command

Listserv and newsgroups are not one and the same even though both services require the use of a subscribe command. Newsgroups are mentioned briefly for the two entities are often associated with each other. A newsgroup is a group of users with similar interests who post messages via e-mail for others subscribers of the newsgroup. A newsgroup is considered to be "pull" technology meaning the user decides on what information to view and respond. On the other hand, the listserv is considered as "push" technology meaning information will be sent to the user whether the user asked for it or not. However, the listserv netiquette applies equally to newsgroups. It should be noted that all mailing lists are not just a question and answer forum but virtually the majority are similar to a coffee house where people meet to talk about topics of interests and receive immediate feedback.

Listserv netiquette is necessary to promote the exchange of information in a conducive environment, especially in a one to many relationship. Also, listserv netiquette prevents network degradation attributed to extensive system processing from numerous messages flooding on the network. As such, listserv netiquette is as important as possessing good social skills in this email-based communication environment. The following paragraphs will address the social ramifications and issues involved with listserv systems.

Social Ramifications and Issues

Social Ramifications

Even in an electronic environment, common courtesy and respect are critical in promoting good communications. The term "netiquette" is derived from two words " network and etiquette" and it relates to the proper use and behavior of electronic networks. Usually, a list manager is assigned to monitor and establish policies governing the listserv system. The established polices are typically oriented towards moral compliance. However, the list manager may delete a user from the listserv system who persists in committing infractions that make the majority of the users unhappy, such as offensive, lewd, and disrespectful comments. The list manager responsibilities and scope are very similar to being the referee. Therefore, the user needs to be cognizance on their responsibilities when utilizing the listserv system.

Issues

Each user must understand their responsibilities in knowing it is a privilege to have access to an array of services, sites, systems, and people provided by the listserv system’s capabilities. The user has ultimate responsibility to be accountable for their actions on the network. This accountability factor is attributed by the major impact one user can cause to many users in terms of productivity, morale, and the network. These responsibilities are categorized as general and specific issues.

General

The general issues that fall under this category consist of common sense and being considerate to others. The majority of the issues can be avoided if the user thinks about the type of audience that needs to be reach prior to responding to an issue. Several articles suggest a new user to follow the discussion or flow of events prior to responding. This method is called lurking. It is a good idea for users to lurk before answering an open question since the response will be sent to all those listed on the system. If the response is unwanted, this is could be construed as spamming since pieces of information are received and unwanted, especially if the answer is not relevant to the question. Other general issues are:

• In the subject line, use short phrase topics so users can do a quick screen of incoming mail
• Do not send short irrelevant or one line responses
• Edit parts of a long message that are not relevant, focus is the key
• Ensure to acknowledge the true source of material for plagiarism is wrong in all arenas
• Suggest a one day wait prior to responding to opposing views if intimidation or anger sets in
• Be selective with humor and sarcasm due to high risk of being misinterpreted
• Do not publicly post berating responses or allegations, this is called "flaming"
• Signatures establishes an identity of being courteous to others
• Be sure your text is clear and logical for it’s the only way users can gauge your context
• Avoid repetitive questions and responses by reading the message first
• Unsubscribe or suspend mail from the listserv if absence is more than one week

Specific

The specific issues involve legality and infringement concerns and network related type of issues. If appropriateness is an issue, the user needs to contact the list manager for resolution for example job or conference announcements that are relevant to the listserv purpose are usually appropriate for posting. The list manager and listserv users need to use discretion or avoid these issues all together:

• Advertisements, commercials, commercial software, lobbying, ism has no place
• Unlawful information or information creating a loss of user's work or system
• Do not use ALL CAPS this is known as "shouting"
• Never send administrative requests being added or deleted from the lists to the list itself.
• Keep listserv subscriptions to a minimum and not to exceed the disk capabilities
• Never post unsolicited long attachments to the list due system resource and virus concerns
• Do not subscribe to another listserv from one to the other, this is known as "crossposting "
• Chain letters and personal messages serve no purpose on a listserv system
• Questionnaires should be specifically addressed to the list manager not to the users.
• Potential internet service provider violation if adding or deleting users without their consent
• Never post obsure "insider" abbreviations on a listserv

Best Practices

By adhering to a few simple rules, the user and entire listserv community will have a good path to effective communication. The user can and do apply these practices to real life situations on a daily basis in their respective context.

• Forgive those who make mistakes and give them the benefit of the doubt
• Who is getting this message and does the content match
• Do not assume all users understand the same terminology or geographical references
• Is the content sensitive and can be trusted by another user
• Use listserv command "listname@hostname" to send a message to all mailing list users
• Use listserv command "listserv@hostname" to send an execution command to the computer
• Use listserv command "listname-Request@hostname" to contact mailing list owner
• The Computer Ethics Institute outlines the "Ten Commandants for Computer Ethics"

1. Thou shalt not use a computer to harm other people.
2. Thou shalt not interfere with other people's computer work.
3. Thou shalt not snoop around in other people's file
4. Thou shalt not use a computer to steal.
5. Thou shalt not use a computer to bear false witness
6. Thou shalt not use or copy software for which you have not paid.
7. Thou shalt not use other people's computer resources with authorization.
8. Thou shalt not appropriate other people's intellectual output.
9. Thou shalt think about the social consequences of what you write
10. Thou shalt use a computer in ways that show consideration and respect.

The Computer Ethics Institute's commandants reflect the same principles as in the listserv netiquette and humanity. With approximately 10,000 public mailing lists, listserv netiquette contributes towards effective communication being instrumental in the sharing of ideas.

Related Links

L-Soft's LISTSERV Manuals and User Guides. The source document involving listserv fundamentals.

Westwood 24 Listserv Policy

Information on Creating and Using Listserv at GMU

Create a GMU List ( Requirements for Making a Listserv Request)

Listserv User Reference Card (Common List Management Commands)

List Owner/Manager Reference (Commands Affecting List Configuration, Subscribers, Postings)

Manager’s Answers to Student/User Listserv Problems

How Students/Users Subscribe to Lists

Student/User Requests Recognized by Listproc