We are a Microsoft Partner Company that has developed software that synchs with Microsoft Office 365. Our software enables us to load residents and businesses into separate lists. Those lists stay with Microsoft and the Municipality does not take possession of the list to insulate the municipality from Open Public Record Act (OPRA) or Freedom of Information Act (FOIA) requests.
Although the municipality does not take possession of the list it has a list of staff that is authorized to email a unique “list identifier” email address that goes to Microsoft and picks up the list and sends it to residents or businesses.
When you create a list you simply identify each list by simply creating a list identifier email address, e.g. Residents@MunicipalityName.com
Only the email addresses of the designated staff may send in the “list identifier” email address: Residents@MunicipalityName.com
So, the list identifier email address is worthless in the hands of a anyone that has not been designated as authorized to launch the sending of that email list from Microsoft. When staff changes, we can simply change those authorized.
No more having to log-in to a website to email! You simply enter the one “list identifier” email address on the “TO LINE” not the “BCC LINE,” but all recipients never see other recipients! Just think the police is on patrol and can simply enter the one list identifier in their cell phone and boom it initiates an email blast to everyone
Everyone knows when recipient email filters see a substantial number of BCC emailed recipients those emails go to the spam folder! Not send emails from the BCC line enables better deliverability!