‭Points to Note Regarding the Use of Email for Kyoto University Faculty and Staff‬‭November 25, 2016‬‭Electronic Office Group, Institute for Information Management and Communication‬‭Revised July 28, 2017‬‭Revised January 1, 2024‬‭Revised April 11, 2024‬I‭ n‬ ‭accordance‬ ‭with‬‭Article‬‭9‬‭of‬‭the‬‭Kyoto‬‭University‬‭Regulations‬‭for‬‭Email‬‭Usage‬‭(determined‬‭by‬‭the‬ ‭Director‬ ‭of‬ ‭the‬ ‭Institute‬ ‭for‬ ‭Information‬‭Management‬‭and‬‭Communication‬‭on‬‭April‬‭23,‬‭2012),‬‭necessary matters for the use of e-mails for faculty and staff are stipulated as follows.‬‭●‬ ‭Sending and receiving emails‬‭ sers‬ ‭should‬ ‭keep‬ ‭the‬ ‭following‬ ‭in‬ ‭mind‬ ‭when‬ ‭sending‬ ‭and‬‭receiving‬‭emails‬‭via‬‭faculty‬‭and‬‭staff‬
U‭email services.‬‭(1)‬ ‭E-mails‬ ‭pass‬ ‭through‬ ‭multiple‬ ‭computers‬ ‭on‬ ‭the‬ ‭Internet,‬ ‭but‬ ‭the‬ ‭communication‬ ‭is‬ ‭often‬‭not‬‭encrypted,‬ ‭so‬ ‭highly‬ ‭confidential‬ ‭(*1)‬ ‭information,‬ ‭such‬ ‭as‬ ‭personal‬ ‭information,‬ ‭credit‬ ‭card‬‭numbers, passwords, etc., should not be sent by email.‬‭(2)‬ ‭When‬‭sending‬‭email,‬‭be‬‭sure‬‭to‬‭check‬‭the‬‭recipient(s)‬‭carefully.‬‭If‬‭you‬‭have‬‭sent‬‭an‬‭email‬‭to‬‭the‬‭wrong recipient, ask them to delete it.‬‭(3)‬ ‭When‬‭forwarding‬‭an‬‭email‬‭that‬‭has‬‭been‬‭received,‬‭be‬‭sure‬‭to‬‭check‬‭the‬‭recipient(s)‬‭thoroughly‬‭and carefully check the contents to ensure that it does not contain confidential (*1) information.‬‭(4)‬ ‭When‬‭sending‬‭an‬‭email‬‭to‬‭multiple‬‭recipients‬‭outside‬‭the‬‭university,‬‭do‬‭not‬‭enter‬‭the‬‭address‬‭in‬‭“To” or “Cc,” but use “Bcc,” unless it is necessary to share the email addresses.‬‭(5)‬ ‭Refrain‬‭from‬‭using‬‭attached‬‭files‬‭to‬‭the‬‭extent‬‭possible.‬‭Share‬‭files‬‭using‬‭the‬‭faculty‬‭groupware,‬‭KUMail‬ ‭storage‬ ‭service,‬‭file‬‭sharing‬‭services,‬‭etc.,‬‭and‬‭include‬‭the‬‭URL‬‭or‬‭storage‬‭location‬‭of‬‭the‬ ‭files‬ ‭in‬ ‭the‬ ‭email‬‭before‬‭sending.‬‭However,‬‭the‬‭storage‬‭location‬‭should‬‭be‬‭considered‬‭on‬‭a‬‭case-by-case basis in consideration of the level of confidentiality (*1).‬‭(6)‬ ‭As‬ ‭a‬ ‭general‬ ‭rule,‬ ‭do‬ ‭not‬ ‭forward‬ ‭emails‬ ‭to‬ ‭addresses‬ ‭that‬ ‭do‬ ‭not‬ ‭have‬ ‭a‬ ‭Kyoto‬ ‭University‬‭domain,‬‭even‬‭if‬‭sending‬‭to‬‭yourself‬‭using‬‭the‬‭faculty‬‭email‬‭forwarding‬‭settings.‬‭However,‬‭if‬‭it‬‭is‬‭unavoidable‬‭that‬‭you‬‭must‬‭forward‬‭an‬‭email‬‭to‬‭an‬‭address‬‭that‬‭does‬‭not‬‭have‬‭a‬‭Kyoto‬‭University‬‭domain,‬‭it‬‭must‬‭be‬‭done‬‭at‬‭the‬‭responsibility‬‭of‬‭the‬‭user‬‭in‬‭accordance‬‭with‬‭Article‬‭7,‬‭Paragraph‬‭1‬ ‭of‬ ‭the‬ ‭Kyoto‬ ‭University‬ ‭Regulations‬ ‭for‬ ‭Email‬ ‭Usage‬ ‭(determined‬ ‭by‬ ‭the‬ ‭Director‬ ‭of‬ ‭the‬‭Institute for Information Management and Communication on April 23, 2012).‬‭(7)‬ ‭Always‬ ‭be‬ ‭aware‬ ‭of‬ ‭the‬ ‭possibility‬ ‭of‬ ‭falling‬ ‭victim‬ ‭to‬ ‭targeted‬ ‭email‬ ‭attacks‬ ‭and‬ ‭phishing‬‭scams, and do not carelessly open URLs included in the email body or attachments. (*2).‬‭(8)‬ ‭Accumulating‬‭emails‬‭in‬‭your‬‭inbox‬‭will‬‭slow‬‭down‬‭your‬‭email‬‭reception‬‭speed‬‭and‬‭increase‬‭the‬‭burden‬ ‭on‬ ‭the‬ ‭server,‬ ‭so‬ ‭delete‬‭emails‬‭from‬‭your‬‭inbox‬‭as‬‭appropriate,‬‭create‬‭folders,‬‭and‬‭sort‬‭the emails regularly.‬‭(9)‬ ‭When‬‭sending‬‭and‬‭receiving‬‭emails‬‭in‬‭the‬‭course‬‭of‬‭work,‬‭information‬‭should‬‭be‬‭shared‬‭with‬‭the‬‭parties‬ ‭concerned‬ ‭in‬ ‭the‬ ‭course‬ ‭of‬ ‭the‬ ‭work,‬ ‭for‬ ‭example,‬ ‭by‬ ‭including‬ ‭group‬ ‭and‬ ‭secondary‬‭group email addresses among the recipients.‬‭*1:‬ ‭The‬ ‭level‬ ‭of‬ ‭confidentiality‬ ‭should‬ ‭be‬ ‭determined‬ ‭by‬ ‭each‬‭user‬‭based‬‭on‬‭the‬‭information‬‭rating criteria established by the university or department.‬‭*2: Reference materials‬‭“Targeted‬‭Email‬‭Attacks‬‭and‬‭How‬‭to‬‭Deal‬‭with‬‭Them”‬‭(Information‬‭Security‬‭Management‬‭Office, Information Infrastructure Division, Information Management Department)‬