Policy for Access and Use of Purdue’s Electronic Mail System

Introduction

This policy applies to all members of the University community and refers to all electronic mail resources at the University.

This e-mail policy covers all uses and Users of Purdue Calumet E-mail Facilities. Any User of Purdue Calumet E-mail Facilities consents to all provisions of this policy and agrees to comply with all of the terms and conditions set forth herein, all other applicable Purdue Calumet policies, regulations, and procedures, and with applicable local, state, and federal laws and regulations.

Users of Purdue Calumet E-mail Facilities whose actions violate this policy or any other Purdue Calumet policy or regulation may be subject to revocation or limitation of e-mail privileges as well as other disciplinary actions or may be referred to appropriate external authorities.

Access

Purdue Calumet provides E-mail Facilities for legitimate Purdue Calumet-related activities to faculty, students, staff, and other individuals and entities granted e-mail privileges at Purdue Calumet, as well as connections between on-campus electronic mail systems and external data networks. The use of Purdue Calumet E-mail Facilities — like the use of any other Purdue Calumet-provided resource and like any other Purdue Calumet-related activity — is subject to the normal requirements of legal and ethical behavior within the Purdue Calumet community. Thus, legitimate use of Purdue Calumet E-mail Facilities does not extend to whatever is technically possible.

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Acceptable Use

Purdue Calumet provides E-mail Facilities for activities and associated administrative functions supporting its mission of learning, discovery, and engagement. Although modest personal use of these E-mail Facilities is allowed, these facilities should be used for Purdue Calumet-related educational and administrative purposes. Any use of Purdue Calumet E-mail Facilities that interferes with Purdue Calumet activities and functions is improper.

Policies and regulations that apply to other forms of communications at Purdue Calumet also apply to electronic mail. In addition, the following specific actions and uses of Purdue Calumet E-mail Facilities are improper:

  1. Concealment or misrepresentation of names or affiliations in e-mail messages.
  2. Alteration of source or destination address of e-mail.
  3. Use of e-mail for commercial or private business purposes that have not been approved on Purdue University Form 32a.
  4. Use of e-mail for organized political activity or political solicitation.
  5. Use of e-mail to harass or threaten other individuals.
  6. Use of e-mail that degrades or demeans other individuals.

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Public Record and Privacy

Any e-mail sent from Users at Purdue Calumet or residing on Purdue Calumet E-mail Facilities may be considered a public record under the Indiana Public Records Act (IC 5-14-3) and may be subject to disclosure. Refer to Access to Public Records Policy VI 6.1 for further information.

Purdue Calumet does not monitor the content of electronic mail as a routine procedure. Purdue Calumet reserves the right to inspect, copy, store, or disclose the contents of electronic mail messages, but will do so only when it believes these actions are appropriate to: prevent or correct improper use of Purdue Calumet E-Mail Facilities; ensure compliance with Purdue Calumet policies, procedures, or regulations; satisfy a legal obligation; or ensure the proper operations of Purdue Calumet E-mail facilities or the Purdue Calumet Data Network. Any Purdue administrator who believes such actions are necessary must follow the procedures described in Policy V.1.3 Privacy for Electronic Information.

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Use of E-mail for Purdue Business

The Official Purdue Calumet E-mail Account shall be considered an official means for communicating Purdue Calumet business, and may in some cases be the sole means of communication. Users are expected to read, and shall be presumed to have received and read, all official Purdue Calumet e-mail messages sent to their Official Purdue Calumet E-mail Accounts. Because the contents of such e-mail are subject to laws governing public records, Users will need to exercise judgment in sending content that may be deemed confidential. Furthermore, e-mail transmissions may not be secure, and contents that are expected to remain confidential should not be communicated via e-mail. Common examples of confidential contents include: student grades, personnel records, individual donor gift records, and data subject to the Health Insurance Portability and Accountability Act of 1996 (HIPAA), Family Educational Rights and Privacy Act (FERPA) regulations, and the Gramm-Leach-Bliley Act (GLBA).

The author of any business message assumes responsibility for assuring that messages do not violate any Purdue Calumet policies, regulations, or procedures. Disclaimers of confidentiality included in e-mail messages do not protect the sender if confidential information is shared or disclosed inappropriately.

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E-Mail Retention and Disposal

E-mail stored on official Purdue Calumet systems will generally be preserved for no longer than 30 days after deletion by the e-mail User.

E-mail Users storing messages on Purdue Calumet servers have the capability to “archive” e-mail items to files on local storage media. This effectively allows Users to save any e-mail messages for any length of time. These retention and disposal guidelines do not apply to e-mail archives and backups done by individuals on such local storage media.

Users may at their discretion configure their Official Purdue Calumet E-mail Accounts to forward all e-mail to an external e-mail address. Forwarding to an external address prevents messages from being stored at Purdue Calumet, but a record of the forwarding transaction is stored on Purdue Calumet E-mail Facilities in system logs.

E-mail correspondence and associated documents sent as attachments may be considered official Purdue Calumet records, and, as such, may need to be retained longer than the established policy guidelines for e-mail retention and disposal. It is the responsibility of the sender and recipient of these e-mail messages to determine the required retention period, to comply with applicable Purdue Calumet policies and procedures regarding record retention, and to preserve these e-mail records either electronically or in printed form with all of the associated header and transmission information. See Executive Memorandum C-41 on the Retention and Disposal of University Records for more information.

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Disclaimer

Purdue Calumet makes no warranties of any kind, whether expressed or implied, with respect to the E-mail Facilities it provides. Purdue Calumet will not be responsible for damages resulting from the use of Purdue Calumet E-mail Facilities, including, but not limited to, loss of data resulting from delays, non-deliveries, missed deliveries, service interruptions caused by the negligence of a Purdue Calumet employee, or by the User’s error or omissions. Purdue Calumet specifically denies any responsibility for the accuracy or quality of information obtained through its E-mail Facilities, except material represented as an official Purdue Calumet record.

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