Privacy of Email and Files

UW Responsibility for Maintaining Privacy

UW Technology managed computing and networking resources are the property of the University of Washington, a state agency. UW Technology staff does not routinely inspect or monitor use of the computers, nor do they change or delete files or email from accounts on UW Technology managed systems unless they are invited to do so by the owner of the account.

However, there can be no guarantee of security and privacy of your email and electronic files. Please be aware that:

State law (RCW 42.17 and WAC 478-276) requires that email or files containing information relating to the conduct of UW business be made available for public inspection and copying when a public records request is received.
University authorities from UW Internal Audit, UW Risk Management, UW Attorney General's Office, or Washington State Audit are given access to copies of employee and student email and files upon their request.
Law enforcement is given access to any information for which they have legal entitlement.
Messages in email folders may be inadvertently seen by UW Technology staff during routine system maintenance or problem solving.

In general, an account will be inspected or monitored when:

Activity from an account or network address prevents access to computing or networking resources by others.
General usage patterns indicate that an account or computer is responsible for illegal activity.
There are reports of violations of policy or law taking place.
It appears necessary to do so to protect the university from liability.
It is required by and consistent with law.

Whenever possible evidence of criminal activity is discovered, system personnel will provide the evidence of such activity to law enforcement officials in accordance with state and federal statutes.

Your Responsibility for Maintaining Privacy

You are responsible for maintaining appropriate access restrictions for your files, as well as protecting your password.

Email can be misdirected easily and also is subject to disclosure pursuant to a public records request. For these reasons, it is advisable not to send information in email that you would not want seen by others.