_________________________________________________________________ Permission is granted to quote, copy, or otherwise reproduce the materials in the InterNIC News, provided that the following copyright notice is retained on each and every copy: (copy) Copyright 1997 Network Solutions, Inc. All rights reserved. For full copyright notice and disclaimer, please see Copyright notice and disclaimer. _________________________________________________________________ INTERNIC NEWS _________________________________________________________________ April 1997 - Volume 2, Issue 4 FEATURE ARTICLES: Partners in Progress: NSI's Premier Domain Registration Service InterNIC Registration Services Update From Names to Numbers: a brief overview of the Domain Name System Starting and Owning a Mailing List URL: http://rs.internic.net/nic-support/nicnews/apr97/maillist.html Moving Virtual Worlds: The future of the Internet REGULAR ARTICLES: [Calendar of Events] What's in a Name? A Graphical Look at Registration Information End User's Corner - Finding a Person in a Haystack - A Selective Guide to Finding an Email Address Performance Measures: Stats for the most recent month EDITORIAL SECTIONS: User Feedback - Tell us what you'd like to see in the InterNIC News Letters to the Editor Meet the News Staff InterNIC News Awards and Recognition Using this material Other ways to receive the InterNIC News __________________________________________________________ / _/__ / /____ ____/ |/ / _/ ___/ / |/ /__ _ _____ _/ // _ \/ __/ -_) __/ // // /__ / / -_) |/|/ (_-< /___/_//_/\__/\__/_/ /_/|_/___/\___/ /_/|_/\__/|__,__/___/ ----------------------FEATURE ARTICLE--------------------- STARTING AND OWNING A MAILING LIST by Sylvia Caras, Contributor, Information & Education Services _________________________________________________________________ WHAT IS A MAILING LIST? "A mailing list is a list of e-mail addresses kept on one computer. A message directed to the list goes to that computer and this is automatically copied to everyone on the list." (Cherny, Lynn and Elizabeth Reba Weise, editors, wired_women: gender and new realities in cyberspace, Seal Press, 1996, p 116.) According to LISTSERV R promotional material, "Internet electronic mailing lists can be a valuable vehicle for sharing and archiving information online, coordinating and streamlining administrative tasks, making event/product announcements, and delivering e-mail newsletters." Lists may be used to develop affinity community networks, to advocate for social change, to provide health support, or to discuss breaking news. Using lists, which may also be called e-mail groups, is similar to using broadcast faxes or bulk post office mailings. The software refers to the person responsible as the "owner" and to the recipients of mail sent via the list as "subscribers." There are usually no costs for a participant in joining a list. The costs of operating many lists are absorbed by the universities and Internet service providers (ISPs) who host them. Even when the owner pays for host or administrative services, these costs are rarely passed on to subscribers. Alternatives to lists are Usenet newsgroups, interactive webpages, conferencing software, chat rooms, and Bulletin Boards. Ronald Shlensky, the Moderator of the Forensic Psych list, on LISTSERV@sjuvm.stjohns.edu, wrote me about his list owning experience: "One gets a sense of service to others and is in a position to make even more contacts than merely by being a subscriber. As the moderator, one has a sense of duty and is more likely to log on and to address issues which arise. Sometimes one has to deal with provocateurs or pests but I have found that to be seldom." _________________________________________________________________ WHAT TOOLS WILL I NEED TO START A MAILING LIST? If you are thinking about becoming a mailing list owner, realize that the best tool for you to have is yourself. You do not need to be technologically knowledgeable, though the initial learning curve is more like a step than an incline: total confusion for a while and then sudden illumination. However, technology experts do write the manuals; if you can't understand them, find a better source. Instead of getting stuck in the jargon, use the technology as a gateway. It does help if you are patient -- patient with the hardware, with the software, with your subscribers, and with yourself. You can use any brand of computer and any operating system (Macintosh, DOS, Windows, OS/2, UNIX, ...) to run your mailing list. While 9600 baud is a fast enough modem for text e-mail, though new systems have much faster transfer times. You can use any mail user agent (MUA) or mail reading software, like Eudora, Pine, Pegasus or elm. Eudora Pro and the UNIX Pine or elm programs allow users to sort messages into folders or directories. If you expect many messages to your list, this filter feature allows you to separate the list mail from your personal and other mail. I subscribe to a number of related lists, get an average of 1000 e-mail messages a day, and would find mail management much too cumbersome without this feature. The first thing to do is your homework. See what already is available. Various resources exist for searching through existing list names, existing newsgroup names, and webpage contents. You might decide instead to create a newsgroup; a file exists to point out how. You might decide to merely use the "alias" or "nickname" function of your mail reader. There are software programs you can use to run a list from your desktop computer. If you choose this option for an interactive list, you may want to always leave the machine on so that your list is always available for communication. Software programs also exist that enable your desktop computer to do bulk mailings from your own e-mail addresses database. Host Computers Most lists are run by software on a remote host computer and managed by e-mail commands sent to the software from the owner's personal Internet account. Many ISPs offer their customers the option of running a list. Many universities offer list software tools to students, not-for-profits, and community members. Community networks may also offer list tools. Political jurisdictions may offer list tools. Where you look and what you choose may depend on your theme. If after checking what's available to you and you still don't have a host, there is a list where you can post "host needed" messages. Another option is to purchase list host services and, if you decide not to do it yourself, you can also buy list administration services. When you are checking prices, if you don't know the size of your audience, assume a small number of subscribers and small volume. You can adjust upwards later. Mailing List Management Software You may not have a choice about which list management software program to use. Likely the host you select will offer only one program. Programs include LISTSERV, majordomo, and listproc. Even though lists are often called listservs or listservers (and some software versions use listserv as the command address name instead of listproc or majordomo) LISTSERV is a proprietary name belonging to the L- Soft company. Calling all lists "listservs" is like calling all PC's IBMs. There's plenty of help available. Whichever host offers the software will also likely have some documentation for you and may run a list for all the list owners using that host. In addition, the software programs (LISTSERV, majordomo,listproc) maintain sites with documentation. LISTSERV and majordomo also have lists to discuss features, problems, and other matters related to their products. There are newsgroups whose theme is list management. Set Up Configuration As owner, there are lots of decisions to make that will affect your list. First is choosing a name. Of course, you won't want to duplicate the name of an existing list. Your initial search for what exists will have let you know what names have been used. The software may also impose length and character limitations. I had my own special consideration for my mailing list name; I chose a name that could be easily said and understood in presentations. Generally the host staff, system operator or list administrator, will initialize the list, set up some host aliases, and then let you know when things are ready. Depending on the host and the software, you may be asked in advance about certain configurations, or you may set them yourself after initialization. To make it easier for your subscribers, think about the early obstacles you faced as a subscriber and find ways to make the hurdles lower. Policies The choice of software configurations are really policy choices that will affect the style of your list. You may have the option to limit message length, moderate all messages, edit messages, allow anyone or only subscribers to post, restrict certain people from posting, manually approve new subscribers, electronically confirm subscriber e-mail addresses, provide archives, and provide a daily compilation of all messages (digest) instead of separate messages. (Note: Some ISPs limit message length so digest may not be a workable option. On the other hand, some ISPs limit number of messages per mailbox and with them the digest is preferable.) You may be able to set a filter to refuse postings from certain people or ISPs; this is useful to prevent spamming and off topic material. Internet Culture The Internet generally has a level field, and an open libertarian ambiance where "information wants to be free." U.S. First Amendment principles hold. Information on the Internet is increasingly available in languages other than English, and many lists and newsgroups cater to non-English speakers. Response time on the Internet is measured in seconds; subscribers may query you or the list if they don't see their message sent quickly. Emoticons - smileys :) and abbreviations such as TIA (Thanks in advance) and BTW (By the way) are used. How much you and other subscribers utilize emoticons and how obscure the ones you choose may be either welcoming or off putting to new readers. Generally, the copyright on a mailing list message or posting belongs to the poster; you own your own language. Concerns abound regarding privacy, security, confidentiality, and copyright. How subscribers use signature files varies by list and field; for instance, mental health professionals include M.D. and Ph. D. and even the master's level and licensing acronyms. Some professionals are concerned about owner and even poster liability. This would vary from field to field. One Time Tasks It's useful to write a welcome message that the software will automatically send to all new subscribers. You may want to incorporate a description of some of the configuration decisions you've made. You may also want to have a follow up message to send when subscribers sign off. I've also found it useful to have some standard paragraphs ready that answer the often-asked questions. Mine include notes that subscriptions are free, that lists have different addresses for commands and for messages, explanations of commonly used abbreviations, and how to unsubscribe. The Internet has customs -- netiquette. You may want to develop a specific set of posting customs and rules for your list. Now you are ready to subscribe yourself to your list and test, test, test. The software will not automatically subscribe anyone, not even the owner, without a request. Ask a few friends to subscribe, make sure they are able to post to the list and that they are able to receive the welcome message. One way to control the tone of a list is to start it up in two stages: initially launch a discussion with people you know whom you can trust to stay on the track you want; then expand your audience gradually with announcements. After you've made your decisions and passed the tests, it is time to let others know the list is out there. Prepare an announcement and send a post to NEW-LIST. This will be an abbreviated version of your list welcome. You may also want to send a cross-posted announcement to a few related news groups and lists you found when your were checking to see what lists were available. Your Individual Style As you respond to list administration developments you will find yourself developing a management style. You may or may not be concerned with Internet ecology, signal to noise ratios, and conserving bandwidth. You may manage transparently; you may tell your readers all your tasks and choices. You may contribute actively to your own list, or remain quite silent. You may intervene in "flame wars" on the list, off the list one-to-one, or not at all, letting the flames die from "lack of fuel." Learning when to intervene has been the biggest challenge I've faced as a listowner. It is sweetly humbling to wait just a few more hours, another day, and see other subscribers douse a flame war, offer help when a poster wants it, talk down an upset member. I've learned to trust others more, and have realized that there is a sense of community operating, it's not all up to me. Maintenance Tasks There are continuing technical tasks that need to be done to maintain a list so that it functions smoothly. As your list grows, you may want to consider having a Technical Owner or Co-Owner who will manage this aspect of the list. List management software accepts certain commands only from owners. As owner, you may add or delete subscribers. You may put documents in the list archive area. With some software, you may filter out or review certain posters or messages from certain sites. You will likely have a password to use with these commands. The most time consuming of the maintenance tasks is dealing with the bounces and error messages on the information superhighway. When a subscriber's service isn't working, whether because of a full mail box or provider problems, every message the subscriber posts to the list will bounce to the owner's mail box. It is easiest, but least subscriber-friendly, to delete the subscriber at the first bounce. You will develop your own tolerance for how long you wait before deleting a subscriber compared to how many bounces are filling your mailbox. You may want to create a separate folder, or even a separate email account, for the error messages. When your host server goes down -- and it will at least occasionally -- your personal mail will increase as your subscribers want to know what happened to their mail. Most subscribers don't understand the software/hardware process very well and will send you numerous messages of concern. Some owners of small lists keep their own list of the addresses of all subscribers, and in some situations will manually send everyone a message. It is useful for you to subscribe to and read owners' lists and groups. There are also lists for LISTSERV and majordomo owners and news groups dealing with list administration policy and software. Here you will find news of known Internet hardware and communication bugs, problems with a particular provider, hoaxes, viruses, and spams. You will be frequently training your subscribers. You will find yourself answering questions about subscriber commands; explaining the difference between the web and a list; noting that lists have two separate addresses -- one for messages and one for commands; pointing to the software help command; describing how to subscribe and unsubscribe, making readers aware that commands ignore the message subject line; teaching subscribers how to get the addresses of other subscribers by getting the list of subscribers (if you have decided to make it available); instructing about the subscription options your software offers; briefing on how to get archived material and how to search your archives; and continually encouraging your users to quote only enough to provide context and to use their text editors wisely. Some posters can't get to the point -- they can wring three or four screenfuls out of a thought that others might sum up in a sentence or two. A related condition is "excessive quoting." Including an entire message in a reply rather than excising the portions not relevant to whatever point being made. It may be helpful to incorporate some of this guidance in your netiquette documentation and post it to your list periodically. Later, you might want to create and make available a Frequently Asked Questions (FAQ) file. You may also want to regularly announce that your list exists to some other lists and newsgroups. You may create an associated web site and allow search engines to find you and your list. You may decide to "gateway" your list to a newsgroup. You may want to collect numbers of subscribers, sign-off feedback, and other kinds of assessments and statistics. You may choose to steer your list discussions by feeding the list postings that set a tone. And you will eventually be asked to consider content policies, how narrowly or broadly to define scope, and whether to accept job announcements or product advertisements. Whatever you choose personalizes your list and reflects your management choices. Owner Benefits Judith Hopkins, owner of AUTOCAT on LISTSERV@listserv.acsu.buffalo.edu notes, "There is a definite sense of service to others and to one's profession or discipline. And if you want to make yourself known, there are few better ways (though the latter can backfire if people have trouble with your style of running the list). No-one should take on list-ownership as a means of self- aggrandizement, however; there is work involved in running a list, ongoing work." So much, she adds, that you might add it to your resume. For me, growing the MADNESS list has generated challenges and reinforced skills. I expect your desserts will be as sweet. Electronic Resources Available at: GOPHER SJUVM.STJOHNS.EDU Select 7. Groups and Organizations then Select 1. Support Groups then Select 1. MADNESS then Select Owning an E Mail Discussion Group Packet Then Select Resources or select the gopher link from the MADNESS web site at http://www.iComm.ca/madness _________________________________________________________________ About the Author In January 1994, Sylvia began the MADNESS list: User Voices in Public Mental Health. Since then she has tracked geographic and affinity community networking, argued that Internet access should be a reimbursable managed care health benefit, and generally used email to be a presence in health and government activities that concern her. She also gets invited to present in person about Internet support and advocacy for marginalized groups, people with disabilities, people who experience mood swings, fear, voices and visions. Sylvia Caras programmed some in the 60's, bought a PC in the 80's, a modem in 1991, found the Internet in the spring of 1993, and grudgingly converted from "command line" to Windows 95 last spring. In the 50's, when she was learning about sets and nulls and programming, her daughter was studying new math in first grade; their homework looked alike. Today, her four year old granddaughter is mouse-literate and understands the language of icons. _________________________________________________________________ Disclosure: This material was first developed for a 90 minute presentation for the Advocacy Training/ Technical Assistance Center of the National Association of Protection and Advocacy Systems (ATTAC of NAPAS) Winter Meeting, Atlanta, GA, January, 1997. The pointers to examples in the electronic resource materials are geared to mental health disability. Permissions: Quotes from list owners are included with permission and came from private email between those owners and me. Appreciations: Bob Zenhausern and St. Johns University; the subscribers of LSTOWN-L, SJUOWNER, MADNESS; and, for draft readings and comments, David McDivitt, Dorothy, Ed Paynter, Judith Hopkins, and those who don't wish to be named. _________________________________________________________________ Permission is granted to quote, copy, or otherwise reproduce the materials in the InterNIC News, provided that the following copyright notice is retained on each and every copy: Copyright 1997 Network Solutions, Inc. All rights reserved. For full copyright notice and disclaimer, please see Copyright notice and disclaimer.