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Rules for the use of e-mail

Access and identity

All employees at AU have an e-mail address and access to sending and receiving electronic mail. The e-mail address includes AU's name by containing "au.dk" or another AU domain. The individual user must ensure that his or her use of e-mail cannot damage AU's reputation. 

Use

E-mail is subject to the same rules as standard mail and must therefore be journalised in accordance with the rules in the area. Using e-mail is primarily for activities in direct connection with work, but it is permitted to use e-mail for private purposes. 

Private e-mails should be clearly sorted/marked to distinguish them from work-related e-mails. This may be done by creating a folder called Private in which to place private e-mail correspondence and by marking sent e-mails “private” in the subject field. 

Under no circumstances may private activities be of a scale that may impede the legitimate work activities of other employees, and private e-mails may not fill up AU's e-mail system. 

Secrecy of correspondence

Other people generally do not have access to reading an employee's e-mail. Employees can grant each other or, for instance, a secretary access to the mailboxes or parts thereof, and such arrangements are to be made openly by the employees themselves. AU IT can gain access to all e-mailboxes in AU's e-mail system. This can be necessary in case of technical breakdowns (e.g. mail loops which have filled up an absent employee's mailbox) or an urgent need to gain access to a message which has been sent to an absent employee. If AU IT has to gain such access, it must always take place according to agreement with the relevant employee or, where this is not possible, with the employee's immediate superior. In such a case, the employee in question must be informed as soon as possible.

Registration

As a rule, all data on AU's servers are owned by AU. This also applies to official and private e-mails. All e-mails which are received (i.e. pass through the institution’s spam filter) and e-mails sent with copy to the sender are saved in AU's e-mail databases, which are protected by comprehensive transaction logging and regular backup. AU IT does not prepare routine lists of the individual user’s activities, nor do they make any assessment of the relevance of these activities to the work of the user in question. 

Be attentive

AU IT does its utmost to secure e-mail traffic by means of filters against viruses, malware and spam as well as continuous security updates on the PCs. However, these security mechanisms may be insufficient; hence all users are to keep informed of and be attentive of e-mail-borne threats to the IT security. 

Commercial use

The e-mail accounts may not be used for private commercial activities. Approved commercial activities (such as AU subsidiaries) must have their own mail domain, and clear guidelines must be prepared which ensure that the individual employees will send e-mails from the correct account to avoid confusion of roles. 

Criminal activities

The use of e-mail for criminal activities of any kind, including (but not limited to) distribution of pirate software, pirate music and pirate films or other circumvention of the Copyright Act is prohibited, and any violations of this prohibition will be handled according to the general rules of employment. The same applies to illegal pornography, whereas activities concerning “legal pornography" is covered by the prohibition against activities carried out using AU's identity, which can damage AU's reputation. E-mails may not be used for illegal activities such as chain letters etc.

Special use

Research being carried out within the pornography area must take place on a separate server. 

Blocking of e-mail accounts

AU IT reserves the right to cancel accounts and immediately disconnect a given user's computer if deemed necessary in order to maintain security or in any other way secure operations.

 

 

In the event of any inconsistency between the Danish and English language versions of the document, the Danish version prevails.

 

 

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