Electronic mail (e-mail) has become a ubiquitous service greatly enhancing communication both
internally within the Purdue community and externally to Users, including prospective students, alumni,
and the public at large.
The purpose of this policy is to describe the appropriate use of University E-mail Facilities, associated
responsibilities, and rights of all Users of University E-mail Facilities and Official Purdue University
E-mail Accounts. This policy supersedes the original Purdue University electronic mail policy released
on September 29, 1995.
Policy Coverage:
This e-mail policy covers all uses and Users of University E-mail Facilities. Any User of University 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 University policies, regulations, and procedures, and with
applicable local, state, and federal laws and regulations.
Users of University E-mail Facilities whose actions violate this policy or any other University 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 to E-mail:
Purdue University provides University E-mail Facilities for legitimate University-related activities to
faculty, students, staff, and other individuals and entities granted e-mail privileges at Purdue University,
as well as connections between on-campus electronic mail systems and external data networks. The use
of University E-mail Facilities -- like the use of any other University-provided resource and like any
other University-related activity -- is subject to the normal requirements of legal and ethical behavior
within the University community. Thus, legitimate use of University E-mail Facilities does not extend to
whatever is technically possible.
Purdue E-mail Account:
Information Technology at Purdue (ITaP) is the owner of centralized e-mail and directory information
for the West Lafayette campus, and provides creation, management, and distribution of Official Purdue
University E-mail Accounts. Each of the Purdue University regional campuses has the same role for its
own centralized e-mail and directory information.
Staff members with access to a University-owned computer on campus, students, and faculty are
required to activate their Official Purdue University E-mail Account. Users are expected to read, and
shall be presumed to have received and read, all official Purdue University e-mail messages sent to their
Official Purdue University E-mail Accounts.
Individual academic and administrative units may choose to operate their own e-mail facilities as an
alternative to the centrally available resources, but the use of any such facilities shall also be subject to
this policy. Users may forward their Purdue University e-mail to another e-mail address, but any User
who does so expressly assumes all responsibility for delivery beyond the @purdue.edu domain.
Acceptable Use:
Purdue provides University E-mail Facilities for activities and associated administrative functions
supporting its mission of learning, discovery, and engagement. Although modest personal use of
University E-mail Facilities is allowed, University E-mail Facilities should be used for University-related educational and administrative purposes. Any use of University E-mail Facilities that interferes
with University activities and functions or does not respect the image and reputation of Purdue
University is improper.
Policies and regulations that apply to other forms of communications at the University also apply to
electronic mail.
In addition, the following specific actions and uses of University E-mail Facilities are improper:
- Concealment or misrepresentation of names or affiliations in e-mail messages.
- Alteration of source or destination address of e-mail.
- Use of e-mail for commercial or private business purposes that have not been approved on
Purdue University Form 32a.
- Use of e-mail for organized political activity or political solicitation.
- Use of e-mail to harass or threaten other individuals.
- Use of e-mail that degrades or demeans other individuals.
Public Record and Privacy:
Any e-mail sent from Users at Purdue University or residing on Purdue University 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 4.1, and see http://www.purdue.edu/policies/pages/records/vi_4_1.html for further information.
Purdue University does not monitor the content of electronic mail as a routine procedure. The
University 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 University E-Mail Facilities; ensure compliance with University policies, procedures,
or regulations; satisfy a legal obligation; or ensure the proper operations of University E-mail facilities
or the Purdue Data Network. Any Purdue administrator who believes such actions are necessary must
first obtain the written approval of an appropriate administrative authority: a dean in the case of an
academic unit, or a director in the case of an administrative unit.
Use of E-mail for Purdue Business:
The Official Purdue University E-mail Account shall be considered an official means for
communicating University 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 University e-mail messages sent to their Official Purdue University 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 deemedconfidential. 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).
Deans, vice presidents, and their appointees may send Broad-Based Messages relating to University
business without any prior approval. The author of any business messages, however, assumes responsibility for assuring that messages do not violate any University 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.
Broad-Based Messages to be sent to target audiences outside of an area of direct administrative or
academic responsibility should be done in compliance with the direct e-mail guidelines. See http://www.purdue.edu/VPSS/DSE for further information.
E-Mail Retention and Disposal:
E-mail stored on official University systems will generally be preserved for no longer than 30 days after
deletion by the e-mail User. Log files associated with e-mail messages which provide a record of actual
e-mail transactions, but not the e-mail content, are generally preserved for no longer than 90 days.
E-mail Users storing messages on Purdue University servers often have the capability to "archive" e-mail items to files. 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.
Users may at their discretion configure their Official Purdue University 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, but a record of the forwarding transaction is stored on University E-mail Facilities in
system logs.
E-mail correspondence and associated documents sent as attachments may be considered official
University 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 University 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 for more information.
