Email guidelines and rules

Last updated: May 1, 2024
Audience: All UW

The UW email systems are provided to support UW activities and are subject to state laws and UW policy.

Privacy

    • Do not send sensitive information by email. This includes personnel data, patient records, student information, and financial information.
    • Email messages can be kept and forwarded. Never assume email is private, even when using encryption technologies. The message you send to one person can easily spread to many more.
  • Potential or confirmed exposure or breach of personal data in email should be promptly reported to uwprivacy@uw.edu. For more information, click here.

Employee use of UW Email

UW Email is made available to UW faculty and staff solely for the purpose of facilitating effective business operations.

Email as public record

Email messages are public records when they are created or received in the transaction of public business. As such, they must be retained as evidence in accordance with UW records retention practices:

  • UW Records Management – Information records management, retention, storage, and destruction
  • RCW 40.14 – Washington State law relating to preservation and destruction of public records

Email management and retention

Employees are responsible for handling and maintaining records, including email and electronic records, in accordance to University policy and requirements. UW Records Management has published Email Best Practices information.

Protect yourself

Some simple steps can help protect you from email problems