Table of Contents
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1 General
In handling electronic documents, the University shall apply the principles of privacy of correspondence, protection of privacy and good administrative procedures. The rights of communicating parties shall be protected. The bounds of secrecy and prohibition against exploitation that concern the users are described later in the Act Information Society Code (7.11.2014/917) and in the Act on the Protection of Privacy in Working Life (13.8.2004/759). The rules concerning the bounds of secrecy and prohibition against exploitation are described later in this document and in the General Policy on the Use of Information Systems and the Policy of Information Systems Maintenance.
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The current regulations for handling e-mail and other policies and rules concerning information security are published in the university announcement portal.
2 Definition and Handling of Email Messages and Addresses
2.1 Definitions and Scopes of Use
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When using user accounts connected to email accounts outside of the University, use of the same passwords as for University-issued user accounts is not allowed.
3 Messages Requiring Special Measures
3.1 Restricting Email Messages and Their Attachments
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The duties of sending and returning do not apply to malware messages or spam.
4 Handling of Email in Special Situations
4.1 Automatic Responses to Messages
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The right of the maintenance of the email system to intervene in the email traffic to ensure the service or security of the email system is prescribed in more detail in the document Administrative Rules of Information Systems.
5 Encryption and Verification of an Email Message
A user has the right to encrypt his or her email messages with an encryption algorithm.
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If official email has been encrypted in such a way that only the receiver can open it, it must be opened immediately after the transfer. If necessary, it can be encrypted again in such a way that it can be accessed also by other persons handling the matter in question. This duty does not apply to malware or spam.
6 Monitoring Email Usage and Collecting and Storing Log Information
Instructions on monitoring email usage and collecting and storing log information can be found in the document Administrative Rules of Information Systems.
7 Supervision of These Rules
These rules are supervised by the University IT Services, the administrators of the mail servers, and unit directors. Offences against these rules shall be dealt with according to the Policy of consequences for IT Offences. The rules shall be updated when necessary, or when the common recommendations of the Universities are changed. The need for updates shall be monitored by the Chief of Information Officer or a person appointed by him or her.
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