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This document describes regulations for handling email at Metropolia in Metropoliageneral. These rules apply to everyone who uses or has access to Metropolia's email address.
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- In order to maintain privacy protection and information management, it is forbidden to forward or automatically redirect organizational email to an email address outside of the University.
- An employee or student is not allowed to use an external address for tasks connected to University. Tasks included emails between teacher and student.
- An external email address should not be used for a student’s studies and other activities as part of the University community. The University can require that an email address issued by the University is used using services by email.
- If a user receives an email message intended for another person, the receiver must inform the original sender of the unsuccessful delivery and delete the arrived message. The user has obligation of secrecy and non-exploitation considering both the contents of the message and its existence.
- It is not recommended to use automatic replies. If, however, an automatic reply is deemed necessary (e.g. long vacations of employees, leave of absence or termination of employment), the automated reply shall advise the original sender to contact primarily the appropriate organizational address.
- A user has the right to encrypt his or her email messages with Metropolias secure-email function, which is a tool accepted by Metropolia IT-services.
- Confidential and sensitive personal data should not be transmitted by e-mail or any other form of data transmission over a network without encryption. Metropolia's internal e-mail traffic (when you send a message from an e-mail address ending in @ metropolia.fi to another e-mail address ending in @ metropolia.fi) is already basically encrypted.
The Official Document of Regulations for Handling Email at Metropolia
You can read the Metropolitan Email Processing Rules document from the OMA intranet. The document is available in English under the Codes of Practice section.