Overview
Employees are not allowed to auto-forward their email to another account or service. While the user interface is not fully disabled, which is intended to allow for some auto-forward scenarios, there is a scheduled process that looks for employee auto-forwarding and will remove some settings. An email is then sent to the mailbox and the auto-forward destination address.
A documented security review and policy exception is required for any employee to bypass this policy. To request an exception send a ticket to the Security Office stating the business case to be exempt from the restrictions. A policy exception service request can be submitted here: https://support.uidaho.edu/TDClient/40/Portal/Requests/ServiceDet?ID=735
When specific types of auto-forwarded are removed, an email notice is sent to the employee email address and the auto-forwarded recipient address.
Auto-Forward Removal Notice
The auto-forward on your account, from username@uidaho.edu to recipient@example.com, has been removed.
The capability to maintain an auto-forward email from an employee's @uidaho.edu account is not allowed. This change, based on industry best practices and supported by Risk Management and the Office of the General Counsel, will help UI comply with data ownership, records management, copyright compliance, and federal and state laws regarding public information access and sensitive data.
Why is this restriction in place?
- The University must comply with a number of data and records management regulations which directly affect email and how email correspondence is managed. These regulations include federal and state laws regarding public information requests; creating and disposing of student records affecting course completion; securing research materials and much more. Many of these requirements can be found in the University's Administrative Procedures Manual (APM) published at http://www.uidaho.edu/apm/.
- Individual departments may have specific documentation related to student, research/or and personnel records management along with other regulation requirements directly affecting that department or grant program.
- The University may limit its liability concerning copyright and law enforcement requirements by enforcing records management policies directly for our uidaho.edu email system. This includes how correspondence is received, archived, and deleted.
- Research activities may be limited by "Export Control" policies which require email to only be maintained in data centers within the United States.
Can email still be "forwarded" to colleagues outside the University, or other non-@uidaho.edu addresses?
Yes, the ability to compose, or forward, an individual message and send it to non-@uidaho.edu addresses will NOT be removed. This restriction will only affect the ability to auto-forward all email to another personal email address.
Will student employees be able to auto-forward to @vandals email addresses?
No, all work-related email correspondence will need to be maintained on an @uidaho.edu email account.
Will this change affect functional accounts?
There is an exclusion process in place to allow auto-forwarding for functional services which may need to send messages to alerting services or third parties.
Is there an exception process?
If you are not directly affiliated with the University, or work for a partner higher education institute, please contact your local support team by email to learn more about the exception process.