STANDARD FOR EMAIL MANAGEMENT

 

The University of Texas at San Antonio

Office of Information Technology

Office of Information Security (OIS) Standards

 

OIS 13 – Standard for Email Management

 


I. STANDARD STATEMENT


UTSA provides electronic mail accounts for use by students, faculty members, staff and others affiliated with the university, and sets policy for the appropriate use of e-mail to further its mission and goals. This standard supplements the email policies articulated in the UTSA Acceptable Use Policy .

 


II. RATIONALE


This standard supports HOP Policy 8-12 Information Resources Use and Security Policy


III. SCOPE



This standard applies to all UTSA faculty, staff, and students.

 


IV. CONTACTS


If you have any questions about OIS 13 – Standard for Email Management contact the following office:

 

The Office of Information Security

informationsecurity@utsa.edu


V. PROCEDURES  


1. Email is not to be used for commercial purposes, for personal financial gain, to support political candidates or fund raising, or to support outside organizations not otherwise authorized to use University facilities. Additionally, email may not be used to transmit unencrypted confidential information, obscene materials, hoaxes, scams, false warnings or similar materials.

 

a. All students registered for classes at the University are provided an e-mail account, but they may choose to have University email sent to an alternate address. Students are responsible for reading official University email in a timely manner.

 

b. Faculty members and staff are assigned an email account upon their home department's approval to grant them access to UTSA email. Faculty members and staff will frequently receive official notices and email through the central UTSA email system – no other email system will be used for these notices.

 

c. Faculty members and staff may not use a non-UTSA email account to conduct university business, except in emergency situations (disasters, etc.).

 

d. UTSA email carries no guarantee of absolute privacy. Computer users should be aware that email messages are considered to be state records; email messages are subject to legal disclosure and discovery, as well as to copyright laws.

  •  Email must be used in a manner that does not expose UTSA to risk.

 

RETENTION OF EMAIL MESSAGES

Email must be managed in accordance with the UTSA Records Retention policy and schedule. The staff of OIT will back up email messages* according to announced schedules, but the owner of the account is responsible for deleting records that are no longer needed, as indicated in the Records Retention policy. Most casual email messages are "transitory records" and can be discarded after their purpose is served.


 
      Standard Email Retention Guidelines 

ROLE RETENTION PERIOD
emeritus faculty retain for as long as emeritus status is active
faculty (retired) 1 year + 90 days from date of retirement
staff (retired) 90 days from date of retirement
separated employee 90 days from separation date
separated student-worker 90 days from separation date

 

 

 

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Effective Date: June 15, 2011

Last Revised: August 14, 2013

Reviewed: June 7, 2017

 

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