Recommendations for secure messaging

For work purposes, only email established in the ujk.edu.pl domain should be used.
It is prohibited to receive/synchronise work e-mail with external mail servers, in particular with a Gmail account.
If it is necessary to send personal data by means of business e-mail, they must be transmitted in zipped files, protected by a strong, non-dictionary password of min. 8 characters, which includes upper and lower case letters and special characters; the password must not be transmitted together with the secured file!
Instructions for encrypting/decrypting files and directories.
Instructions for encrypting an MS Office file.
The principle of periodical review of the messages held and not retaining unnecessary data should be applied, i.e., it is advisable to regularly review emails and delete working copies of messages and irrelevant/outdated emails.
It is a good idea to have a backup of important messages on a secure local drive - automatic data retention (data deletion) on the JKU email server takes place over a 24-month period.
Take special care when sending an e-mail to more than one recipient (group message). The e-mail address itself may in certain circumstances be considered as protected personal data (e.g., a private e-mail address containing a name). The content of group emails (e.g., a request to contact JKU about a debt status) may also be protected. Sharing this type of information with a wide range of recipients may violate their sphere of privacy.
Entering several e-mail addresses separated by comma in the fields ,'To'; or 'Copy to/CC/Carbon Copy'; causes all recipients of messages to see the addresses of the persons to whom they were sent. In such a situation, personal data may be made available to unauthorised persons.
In order to send group emails 'safely', the following rules should be followed:
- all e-mail recipients' addresses should be entered in the field 'Ukryte do wiadomości/Ukryta kopia/Blank Carbon Copy/BCC';, while leave the fields 'To/Do'; and 'Kopia do/DW/Do wiadomości/Copy to/CC/Carbon Copy' blank;
  - if you follow the above instructions, the recipients of the message will only see the text 'ukryci-adresaci'/'undisclosed-recipients',
  - do not enter any recipient in the fields ,'Do/To'; and 'DW/Copy to'/'CC/Carbon Copy';, as in this case all recipients will see such a person as the only recipient of the message and may begin to suspect that the message has reached them due to the error of the mail system.
- In the case of group e-mails addressed to work addresses in the ujk.edu.pl domain, the rules referred to in point A, shall apply mutatis mutandis, unless the content of the message in no way violates the privacy of the recipients.