Why does the bar require an email address from members?
The requirement for all bar members to provide contact information – including an e-mail address - is in Bar Rule of Procedure 1.11 which states:
“(a) All attorneys must designate, on a form approved by the Oregon State Bar, a current business address and telephone number, or in the absence thereof, a current residence address and telephone number. A post office address designation must be accompanied by a street address. All attorneys must also designate an e-mail address for receipt of bar notices and correspondence.
(b) It is the duty of all attorneys promptly to notify the Oregon State Bar in writing of any change in his or her contact information. A new designation shall not become effective until actually received by the Oregon State Bar.”
I don’t have an email address. Where can I get one?
If you do not have access to an IT department, visit www.gmail.com or www.hotmail.com and sign up for a free email address. Instructions are included on both websites and the process is usually fairly simple. Be sure to check your email inbox on a regular basis, as free email accounts can be deleted after several months of inactivity.
How do I limit the number of emails I receive from the bar?
While logged in as a member, click on “Communication Preferences” under “Manage Your Profile” in the sidebar menu on the left of your screen. Then click on “Show Instructions for Changing Your Communication Preferences” in the middle of the page.
Please note that while you can opt out of some bar communications, you cannot opt out of regulatory notices that may affect your membership status. Please make sure to set your email account to receive all messages from notices@osbar.org. If you don’t know how to set this up, contact your firm’s IT department or the company that handles your email.
How can I send my bar emails to a second person - a secretary, for example?
There are two ways to do this. The first is to click on “Communication Preferences” under “Manage Your Profile” in the sidebar menu on the left of your screen, then click on “Address Change” in the middle of the screen. On this page you can designate a primary and secondary email address – simply type in the email addresses you would like bar messages to go to and save your profile.
The database could take 24 to 48 hours to update completely. When enough time has passed, log back in to the bar website, click on “Communication Preferences” under “Manage Your Profile” in the sidebar menu on the left of your screen. Then click on “Show Instructions for Changing Your Communication Preferences” in the middle of the page.
The second way to send emails to another person is to set up your email client (Microsoft Outlook, for example) to forward all emails to another email address. Check with your staff or IT department if you are unsure how to do this.
Is my contact information available for the public to see online?
Yes. Public visitors are able to view basic information on every member including name, bar number, membership status, admit date and the contact information you choose to make public (a phone number or e-mail address at minimum). You can update the information that is shared on the public website by clicking on “Communication Preferences” under “Manage Your Profile” in the sidebar menu on the left of your screen and then clicking the box that says “Address Change.”
Bar members are able to see all of your contact information if they are logged into the bar website.
Can individuals or groups not associated with the bar access my information?
Yes. The bar is subject to the Oregon Public Records Law and must disclose our business records on request – including member contact information. We can charge only the cost of producing contact lists, and must provide information in the format requested if we maintain it in that format or can readily produce it.
Because this information can be purchased by the public, you may receive communications from time to time from groups not connected with the Oregon State Bar. If you do not wish to receive emails from one of these groups, please follow the “Unsubscribe” instructions included in the email you receive. Unfortunately, the bar cannot unsubscribe you from an outside organization’s email list.
Can I opt out of having my contact information disclosed to outside individuals or groups?
No. Exemptions to public disclosure are only granted in very specific cases, usually due to public safety issues. If disclosure of your information could be a public safety issue, contact Helen Hierschbiel in the bar’s general counsel department at hhierschbiel@osbar.org or 503-431-6361.
What is the difference between an email address and a list serve?
An email address is a way for individuals to communicate privately with each other. When you send an email, you choose specific recipients and only those recipients have access to your message.
A list serve is a way for members of a defined group to discuss topics publicly. When you reply to a list serve message, every member of the group can see your text and can reply to it. Although group membership is usually regulated by a moderator, list serves are public and are not protected as private communications. Bar members are strongly encouraged to avoid discussing client information and case-specific details on any list serve, including bar-sponsored ones.
How do I join or quit a bar-sponsored list serve?
To remove yourself from the list, click on the link at the bottom of a message to unsubscribe yourself. Please make sure if you use the link that you click the link referencing YOUR email address and not someone else’s.
If you believe that there is a technical problem with the list serve, or you need to change your e-mail address or re-subscribe after unsubscribing, send an e-mail with the new information to Michelle Lane at mlane@osbar.org.