GENERAL EMPLOYMENT AND WORKPLACE ISSUES

Individual Email Accounts

Colby Community College has obligations to ensure integrity and accessibility of records, and security of sensitive institutional information that may be sent or received via email. This procedure advises employees of their obligations to use only their Colby Community College email account¹ and not personal email accounts to preserve the institutions archival records; to enhance compliance with federal and state laws and regulations; to eliminate accidental or innocent destruction of records; to facilitate the College’s operations by ensuring all state/federal laws on retention are met and to manage the records resulting from that use in accordance with applicable policy, standards and procedures for records retention.

Roles and Responsibilities

Supervisors should make this procedure available to team members and provide guidance on implementation.

Information services staff should monitor the implementation and provide assistance as requested.

All Colby Community College employees will:

Maintain and use only Colby Community College email accounts and not use any external/personal accounts² to preserve the institutions archival records; to enhance compliance with federal and state laws and regulations; to eliminate accidental or innocent destruction of records; to facilitate the College’s operations by ensuring all state/federal laws on retention are met and to manage the records resulting from that use in accordance with applicable policy, standards and procedures for records and retention.

Enter and maintain a Colby Community College email account address (and not an external/personal account) in the Colby Community College Campus Directory (unless an exception exists and no directory entry is present).

Not auto-forward³ Colby Community College email to an external email account. (Auto forwarding between institution email accounts is permitted. Auto-forwarding to external/personal accounts is not permitted, though manual forwarding of individual messages to an external account is generally permissible if in accord with all other applicable Colby Community College policies, standards, and procedures.)

Ensure that email is retained, sent to archives, or otherwise managed in accordance with the Colby Community College Records Retention Schedule.

OEmanly include professional images from the Public Relations department or approved company logos only to represent their image in their O365 profile.

Exceptions: If email which would constitute institutional business (other than marketing or other short-lived messages which may be deleted immediately) is received on a personal/external account, the affiliate may comply with this procedure by forwarding a copy of the message to their Colby Community College account and notifying the sender to use the Colby Community College account in the future. Other exceptions to this procedure may only be authorized in writing by the President or the President’s designee.

 

¹Colby Community College Email Account: Email account(s) provided by Colby Community College Information Technology Department for the purpose of transacting institutional business.

²External/Personal Email Account: An email account provided by an organization not affiliated with Colby Community College. This may be a personal Gmail, Yahoo, or other account, or may be provided by another organization (such as a professional organization, or another institution with which the user is also affiliated.)

³Auto-forward: The act of forwarding email through the use of an automated forwarding mechanism. Once configured, these mechanisms forward email from one server to another without any user intervention and/or oversight.

 

[Added November 2021]