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 email 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

 


IV. 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 email 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

 

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.

 

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

 

  1. 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 maintaining records pursuant to the UTSA Record Retention Schedule and 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)

180 days from date of retirement

separated employee

180 days from separation date

separated student-worker

180 days from separation date

 

__________________________________________________________________________


Effective Date: June 15, 2011

Last Revised: November 3, 2017

Last Reviewed: November 3, 2017

 

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