The University of Arizona

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Email Forwarding Guidelines

Forwarding Your Official Email

The university does not recommend the use of outside providers for university-related email correspondence nor does it recommend forwarding email from your official faculty/staff email accounts to outside providers. If a faculty/staff member chooses to forward email from their university-assigned account to an outside provider, they do so at their own risk. UA is not responsible for problems in the handling and security of email forwarded to outside providers.

Records Management

Except as noted by an agreement, a law, or a University policy (such as copyright policy), the UA owns all data and records, and all associated copyrights created by UA employees within the course of employment. All information (including email) relating to University business should be maintained in accordance with records management policy and procedures. This applies to email and other electronic records, regardless of where the records are stored, including on personally-owned computers, ‘cloud’ or externally provided services, personal email services and/or other non-UA computers.

Public Records Release

Employee (faculty and staff) email correspondence is covered by the University of Arizona’s public records policy which is designed to be as open as possible while protecting legitimate privacy issues. By State law, most documents prepared by University employees while performing work-related duties (either paid or unpaid) are, with some exceptions, public records (Public Records, Printing & Notices, Subsection 39-101 et. Seq.) including most email messages. It is the intention of the University of Arizona to be responsive, in a timely manner, to all legal and legitimate public requests for information. For more information, see the Public Records section of the Office of General Counsel site or the Arizona State Statute concerning public records law in Arizona. Contact Office of General Counsel site.

External provider ‘End User Agreements’ typically do not have necessary compliance provisions for public records release, therefore forwarding your UA email to a non-sanctioned service provider could put you and the University at substantial risk. If you store University records in a location where the University does not have a legal right or practical ability to access, you must return them to a University controlled location upon request of your supervisor or authorized administrator.

Department and Service Email Accounts

http://uits.arizona.edu/services/uaconnect/dept-email

Considerations:

As a way to manage licensing costs, the account will expire after one year. If you wish to keep the account active, it must be renewed annually. UITS will not set a forward for a departmental account to an outside email provider.

Terms and Conditions:

Department email accounts are for University of Arizona departmental business only. UITS will not set a forward for a departmental account to an outside email provider.

Departmental/Service Accounts Best Practices http://uits.arizona.edu/uaconnect/it-professionals/best-practices

Departmental accounts are by definition university data. UITS recommends that OU admins not create forwards to send departmental account email to external email providers.

Self Service Email Forwards

http://uits.arizona.edu/services/uaconnect/fwdrqst

Forwarding Your Official Email

The university does not recommend the use of outside providers for university-related email correspondence nor does it recommend forwarding email from your official faculty/staff email accounts to outside providers. If a faculty/staff member chooses to forward email from their university-assigned account to an outside provider, they do so at their own risk. UA is not responsible for problems in the handling and security of email forwarded to outside providers. UITS will not set a forward for a departmental email account to an outside provider.

Email Forwarding Guidelines

https://forward.uaconnect.arizona.edu/logon.aspx?ReturnUrl=%2fdefault.aspx

Forwarding Your Official Email

The university does not recommend the use of outside providers for university-related email correspondence nor does it recommend forwarding email from your official faculty/staff email accounts to outside providers. If a faculty/staff member chooses to forward email from their university-assigned account to an outside provider, they do so at their own risk. UA is not responsible for problems in the handling and security of email forwarded to outside providers. UITS will not set a forward for a departmental email account to an outside provider.