Policies - Technology Rules and Guidelines set forth by DoIT

E-MAIL D 106

E-Mail D 106 (.pdf)

Issued By:

Office of the Chief Information Officer

Policy

Network resources, including e-mail accounts, are available to University students, faculty, and staff in furtherance of the University's education, research, public service and health care missions. Access to e-mail service may be provided to other users only on specific approval from DoIT's Chief Information Officer (CIO), in accordance with SUNY policy.

  1. Conditions for Use of University E-Mail Accounts: E-mail accounts provided by the University to employees are intended for University business.
    • The University does not guarantee the confidentiality of e-mail services. Although every effort is made to preserve the integrity of the University e-mail system, users should be aware that the interception of e-mail messages on shared networks is possible. E-mail messages should be appropriately protected, using available encryption technologies.
    • The owner of an e-mail account is responsible for its use and is presumed to send all e-mail actually sent from that account. Users may not alter an e-mail address to disguise or block the identity of the sender.
    • E-mail passwords and other credentials may not be shared. E-mail systems that rely exclusively on a User ID/password combination for security shall require periodic password changes to insure that the account maintains its integrity.
    • Users may not view, copy, alter or destroy another's e-mail without permission unless authorized or required to do so by law or policy.
    • E-mail may be scanned automatically for malicious content (viruses, spam, phishing attacks) and deleted without warning.
  2. Inspection, Monitoring or Disclosure of E-Mail: E-mail records residing on University-owned machines belong to the University, may be audited by DoIT at any time, and may be subject to disclosure to a third party, including review by authorized law enforcement personnel.
    • E-mail accounts are subject to review and disclosure without notice when required by law, where a violation of law or University policy may exist, where there is a risk of spoliation, bodily harm, property loss or damage, where the University's mission is jeopardized or during routine system administration.
  3. Bulk Transmissions:
    1. Broadcast e-mails: Broadcast messages (formatted for distribution to more than 100 individual recipients) or e-mail messages to the entire or specific segments of the University community require pre-approval from the President, Vice Presidents, Provost or the CIO. Advance notice of at least two business days is required. Communications from instructors and academic department or program chairs to current students in connection with instructional activity are exempt from this provision.
      Due to server demand and increased risk of viruses, distributed messages must be short and contain no attachments. Unless specifically authorized by the CIO, distribution of an e-mail message to more than 100 individual recipients is prohibited.
    2. Distribution Lists: Distribution lists shall be developed for a specific purpose. Users who develop personal distribution lists must insure, prior to distribution, that each recipient is willing to receive the communication. Use of these lists for other than stated purposes is not permitted.
  4. Retention of E-Mail Records: DoIT e-mail services are backed up daily. E-mail messages stored on a server within the backup cycle may be retrieved even if the user has deleted them. See DoIT 101 - Classification and Use of Information Assets. Local copies of e-mail files are the user's responsibility.
  5. Closing an E-Mail Account: Employee e-mail accounts are shut down on the date of separation from the University.
    • Employees who retire from the University may continue to use e-mail accounts for a period of three (3) years after the retirement date. Thereafter, retirees may apply to their former department to sponsor the continuation of the account for a stated purpose that supports the mission of the University.
    • On separation from the University, former employees may request that e-mail be forwarded to a non-University address for a maximum of six (6) months. This request may be granted in the discretion of the University. The employee's department may request that the e-mail account of their former employee be kept open for a maximum of two (2) months.
    • Disposition of e-mail sent to a suspended or terminated employee is determined on a case-by-case basis.

Inquiries/Requests

Office of the Chief Information Officer
Room 231, Educational Communications Center
(631) 632-9085