Department of Pediatrics

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Computer/Software Guidelines and Policies - Email Policy


  • All Email users must have signed Security Agreement on record prior to receiving their login ID and password.
  • You are responsible for any email you send or forward, regardless of where that email originated from and its final destination.
  • Accounts not used for 45 days will be disabled. Accounts not used for 90 days will be removed from the system and the end-user must reapply for an account.
  • Due to the nature of email, the storage and delivery of email is not guaranteed.
  • You may not use email to transmit or receive pornographic or obscene material, any information that undermines the operation of the University of Utah or its sub-units, or any data that is in violation of University Policy, or local, state, or federal law.


Secure Email

  • The UUHSC has purchased and implemented a Secure Email product. The product was purchased to meet the HIPAA requirements, but more importantly, to ensure UUHSC staff, faculty, and students could continue utilizing email as a means of communication.
  • Put the letters "PHI" in the subject line of any email communication that you want secured. If your email has the word PHI in the subject, the server is instructed to send the message securely to the intended recipient.
  • The recipient will get notified of the secure messages along with some steps on how to access the secure message that contains Private Health Information.


Content Management

  • Appointments will be automatically removed after 3 years (1095 days).
  • Backups go back 90 days.
  • Administrators do not monitor or audit email messages that have been sent or received by users, unless authorized to do so by Human Resources, the Office of the Vice President for Health Sciences, or as a result of the judicial process (i.e. subpoena, local or government investigations, etc.)


Internet Mail

  • Delivery of email messages (including delivery in a timely fashion) to recipients outside of the University system cannot be guaranteed.


Access to Another Person’s Mailbox -- Requests for accessing an email account other than your own is taken very seriously.

  1. Staff members of ITS may inadvertently see the contents of mail during routine maintenance.
  2. Requests for access to another person’s mailbox must be made in writing by the requestor’s supervisor.
  3. Requests must be approved by the requestor’s supervisor, the CIO (or Vice President for Health Sciences), and Human Resources. Advice from legal counsel may also be sought before any action is taken.
  4. The requestor will not have direct access to the mailbox, but will be able to choose mail messages they would like printed or forwarded to themselves that directly relate to the performance of their job duties. An ITS staff member as well as a representative of Human Resources must be present.
  5. Proxy access to the account will NOT be given. If you need proxy rights to the account, you must arrange this with your employee before their termination.


End of Employlment

  • Email accounts will be expired on the last day of employment.