CCSU provides three types of email service to faculty and staff, although we are moving to a single email system in the near future. The three types of service are VAXmail, Post Office Protocol (POP) mail and Microsoft Exchange/Outlook. It is important to know how these work and the differences that exist among them.

VAXmail is the oldest form. All messages are handled within the MAIL system on the VAX and stored there. These messages are backed up nightly and are part of the permanent record of computer files that Information Services keeps. They are part of the public record. We normally back up the VAX between midnight and 4 am.

POP mail (Eudora and other POP clients) also uses the VAX to store its mail messages. If you have Eudora configured to leave messages on the server, they are treated the same as regular VAXmail messages. If you have Eudora delete them from the server, they may still be backed up and retained if they are stored on the VAX overnight. Eudora typically stores outgoing messages and all undeleted messages you received on your PC.

The Exchange/Outlook system stores all of your messages, those sent as well as those received, on a university-owned server. This server is also backed up nightly.

It is important to remember that all CCSU-owned or leased computers are considered to be State property and that they, and the information stored on them, are subject to State laws and guidelines. All electronic mail (email) that is sent from or through a computer owned or leased by CCSU falls under the State regulations. It is important that everyone understand that email sent, received or transmitted through State-controlled computers is not private, is not personal and may not be confidential.

Email differs from other transitory forms of interaction in that it is transmitted by copying the message from one computer to another. Each copy stays on the computer for a period of time and may be backed up by the university and placed into permanent storage. For example, all email that remains on a server overnight will be backed up and kept. Even if deleted, a copy will exist in the archives Information Services keeps. We are required by State law to keep these records intact. We cannot delete anything from an archive outside of the State guidelines and these are very restrictive.

CCSU has an explicit policy on data file confidentiality. We treat all of your electronic records, including email, as if it were confidential. We will never attempt to look at your information unless it becomes necessary to determined that one or more of your files or an action by you is having an effect on the operation of computers or networks. Before we look at any files we will attempt to contact you obtain your permission. If we cannot reach you, we will let you know that we had to look at your files.

However, once a message is placed into the archives, it becomes public record. That means that it is subject to the Connecticut Freedom of Information (FOI) Act and must be produced if a valid FOI request is received. Similarly, the record can be subpoenaed in a criminal case or demanded by a discovery motion in a civil action. In any of these instances, copies of records that we find must (with very few exceptions) be turned over.

What does this mean to you? If you want to send email that is personal and private, you should contract with a private Internet Service Provider and use their mail services. Do not use your CCSU email account to send or receive such messages and do not forward copies of them to this account.