Policy Number: 12-014

Electronic Mail

Category: Information Technology

Responsible Executive: Vice President and Chief Information Officer

Responsible Office: Vice President and Chief Information Officer

  1. Purpose To provide for compliance, security, and efficient support services when conducting University of Florida business via electronic mail.

  2. Applicability This policy applies to all electronic mail sent or received in the scope of employment at the university, or with the intention to conduct university business.

  3. Definitions Electronic mail (e-mail) is a computer-based application for the exchange of messages between users.

  4. Policy Statement All employees of the University of Florida must use a university provided or approved electronic mail service when conducting University business via electronic mail.
  • University of Florida electronic mail may not be automatically forwarded to a non-university provided or approved service.
  • University of Florida business must be conducted using an assigned ufl.edu email address.
  • Emails on the university mail system have the following default retention settings:
    • Inbox and Sent Items: 3 years from creation or receipt
    • Deleted Items: Purged after 30 days


Revision Date Description
Policy Originally Adopted
February 6, 2016 Policy Updated