Re: Faculty & Staff E-mail Forwarding to Outside Providers

["Miller, Don C." <donm () UIDAHO EDU>]

Michael, we do allow employees to forward e-mail without assistance from
IT (we are using exchange 2003).  There have been forwarding loop issues
in the past but as you mention the biggest concern we have, which has
not been brought to our counsel, is not only FERPA guidelines but public
records requests; record retention/archiving; personnel action,
investigation and review; intellectual property rights and control, etc.
We have around 2500 employees and we have to "freeze" accounts for
review about 20 times a year and we usually have at least 1 major
request to archive records for multiple users.  Our administrative
procedures manual is vague on the topic other than the ownership of all
data (including e-mail) is retained by the institution regardless of
where it is stored.

 

Don Miller

University of Idaho

 

From: The EDUCAUSE Security Constituent Group Listserv
[mailto:SECURITY () LISTSERV EDUCAUSE EDU] On Behalf Of Stanclift, Michael
Sent: Thursday, January 29, 2009 7:12 AM
To: SECURITY () LISTSERV EDUCAUSE EDU
Subject: [SECURITY] Faculty & Staff E-mail Forwarding to Outside
Providers

 

Just curious how many of you permit employees to forward their work
email to non-campus managed email providers. We will periodically setup
forwards for them as requested, but have started to wonder if this may
be a FERPA violation since students are not aware their information is
being released to a third party service, where as if the professor asks
them to use a non-campus email, at least they're aware of it when
sending it.

 

We've always disliked the practice because it's just additional overhead
for us and makes it difficult to track down messages sent to people, or
recover them if they delete them. But is there a legal reason behind not
doing it? 

 

 

Michael Stanclift

Network Analyst

Rockhurst University

 

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