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 .
This standard supports HOP Policy 8-12 Information Resources Use and Security Policy
This standard applies to all UTSA faculty, staff, and students.
If you have any questions about OIS 13 – Standard for Email Management contact the following office:
The Office of Information Security
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.
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
|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|
Effective Date: June 15, 2011
Last Revised: August 14, 2013
Reviewed: June 7, 2017