University managed e-mail services should be used for all University business.
This is especially important where confidential data is involved.
- When emailing confidential data, always take good care to check the recipient details are correct.
For example email software often guesses at possible addresses, but this can easily select an unintended address. - Avoid placing large numbers of recipients in the 'To' or 'Cc' fields, where the recipients may not know each other.
Failure to observe this advice will disclose every individual recipient's identity to all the other recipients, resulting in a breach of confidentially. Instead, place the recipients' addresses in the 'Bcc' (blind carbon copy) field. - Where emailing a large number of recipients consider using a dedicated mailing list which offer a number of useful features. Please contact your local IT support staff for advice.
- Where exchanging confidential data with external organisations by email, see section on data exchange with external organisations.
- If secure email communications are needed on a regular basis, consider using PGP. Please contact your local IT support staff for advice.