When the General Data Protection Regulation (GDPR) came into force in 2018, it meant that Uppsala University had to review its e-mail management procedures. e-mails must comply with the law and rules, but it also needs to be a time-saving tool. An overfull inbox doesn’t exactly make life easier. It can lead to us being forced to spend too much time searching for official documents when they are requested or the disappearance of important e-mails. e-mails are usually classified as official documents.
The most important things to ensure when sending e-mails in your capacity as an employee are that you use the e-mail system and personal e-mail address assigned to you when you were employed by Uppsala University. The Procedures for managing e-mails also apply to role-based e-mail addresses that you may be assigned as part of your job. You must not forward e-mails to other e-mail systems. And you should not send or receive personal e-mails to your work e-mail addresses.
The purpose of these Procedures is to provide specific guidance to ensure that we comply with the law and the rules that apply to e-mails, as well as ensuring that we save time. The Procedures also set out how to manage e-mails when you are absent or when you leave your employment with the University.