Policy Number: 12006
Scope
This policy applies to all employees, students and other users of the 欧美口爆视频 of Missouri鈥檚 (UM) electronic mail (email) system and to all email sent from or received by the UM email system.
Purpose
To provide email services in support of the missions of the 欧美口爆视频 while also reducing associated risks
Policy
欧美口爆视频 employees must use the 欧美口爆视频 provided email account assigned to them when using email to conduct 欧美口爆视频 teaching, learning research or other 欧美口爆视频-related business activities. Former employees, retirees, volunteers, consultants and others acting for or on behalf of the 欧美口爆视频 may be eligible for a 欧美口爆视频 email account. See Electronic Mail (Email) Use and Management Procedures for eligibility requirements.
Conditions and obligations for access to and use of the UM email services include:
- Email is primarily a transactional communication tool and should not be used as a system of record or for long-term storage of files. When appropriate or necessary, emails and/or email attachments should be transitioned to appropriate electronic storage systems consistent with the 欧美口爆视频鈥檚 record management policies.
- The use of a 欧美口爆视频 e-mail account for personal business should be limited as per CRR 110.00, UM Acceptable Use Policy.
- The use of 欧美口爆视频 passwords on non-欧美口爆视频 systems is strictly prohibited. This includes all personal online accounts/systems as well as work-related systems provided by non-UM entities.
- Automatic forwarding of 欧美口爆视频 email to a non-university email account is prohibited.
- A device personal identification number (PIN) must be enabled in order to receive 欧美口爆视频 email on a mobile device.
- Email transmission of highly restrictive DCL4 data (SSNs, patient information, credit card numbers, etc.), as defined in the UM Data Classification 欧美口爆视频, to an external email account is strictly prohibited except through encrypted means.
- Highly restrictive DCL4 data, as defined in the UM Data Classification 欧美口爆视频, shall not be stored in a 欧美口爆视频 email account. Email messages and/or attachments containing DCL4 data must be deleted or moved to an appropriate storage location as soon as possible or within 30 days of receipt or transmission.
- 欧美口爆视频 email accounts will be deactivated and ultimately deleted when the individual to whom the account was assigned, is no longer approved to have UM email.
- Supervisors must work with their employees, prior to their departure, to transfer any emails necessary for business continuity, particularly those that include 欧美口爆视频 legal correspondence, proprietary or confidential information, compliance related correspondence and any records to an appropriate custodian prior to their last day of employment.
Procedures
The UM Office of Information Technology is responsible for publishing procedures related to the ongoing management this policy. Email management procedures will include but are not limited to email account retention, exception procedures and account deletion timelines.
Enforcement
Violation of this policy may result in a denial of access to 欧美口爆视频 information technology resources and other appropriate disciplinary actions up to and including termination.
References
Reviewed 2022-05-24