Policy language around email and other forms of "official electronic communication" platforms

["Bole, Jim A" <jbole () ALBANY EDU>]

We’re working on an email policy that is mostly focused on making sure everyone knows email is the main official method 
of communication. There are sections about no expectation of privacy, every has to read their emails, etc.

There is a section on using email for sensitive data. We do have a simple data classification standard, but we don’t 
have clearly defined rules for when email can be used for top-levels of sensitive data (HIPAA, SSNs, etc).

I think there should be a distinction between emails sent internally vs externally. We’re an O365 shop and my 
understanding is that email (and other data such as OneDrive, Teams) within our tenant meets basic encryption 
requirements for both in-transit and at-rest conditions (outside of the issue of Microsoft having the keys/certs). 
External email is a qualified “maybe” with some services negotiation secure transport while others don’t. So we can’t 
guarantee the security/encryption.

I’m curious if others agree with this.

I’m also looking at added sections for bulk mail, relaying and forwarding.

And, I wonder if it makes sense to expand the policy to include other forms of `’official electronic communication.” Is 
Teams the same as email? What about chat in Blackboard or Zoom? While these may not be used to communicate official 
university announcements, they are used by student and employees to conduct sanctioned university operations. So for 
that there should be similar rules about no privacy, sensitive information, inappropriate use, etc. I’m torn on this 
aspect, so I’d be interested in feedback.

Any other suggestions or examples of good policies appreciated.


Jim Bole
Chief Information Security Officer
Information Technology Services
University at Albany



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