Policies
E-mail filtering policy
Introduction
This policy is intended to make you aware of the e-mail message filtering systems that are used by Loughborough University to help protect our users from such things as virus infections and unsolicited junk mail (sometimes called Spam).
E-mail Virus Scanning
In addition to the usual desktop virus scanning software which runs on staff computers and lab machines, Loughborough University IT Services also makes use of an e-mail filter system which is able to detect certain types of content that are potentially harmful. These harmful file types include such things as Visual Basic Scripts (VBS files) and executable files as used by several well known e-mail viruses (e.g. MyDoom).
E-mail messages containing such attachments are rejected by the mail system (and returned to the sender).
This system has proved very successful in preventing widespread outbreaks of e-mail viruses on campus. Many sites, in both the public and private sector have been taken out of action for days at a time because of e-mail based viruses.
Executable files (.exe)
We now return all mail with executable attachments (including .exe files) to all senders, i.e. both internal and external, with the following message:
"Loughborough University's e-mail system does not permit transmission of .EXE files as attachments. If the file is essential to University business or student study, zip the file and re-send. Please e-mail Postmaster@lboro.ac.uk if you need further information."
Unsolicited E-mail filters
In addition to filtering e-mail for the presence of virus infections, Loughborough University IT Services also make use of an e-mail content filter. This content filter is specifically configured to detect messages which appear to carry unsolicited commercial e-mail, known by its nickname "spam".
Unfortunately, a small proportion of junk mail does still get through, including various pornographic and otherwise offensive advertisements. Please be assured that such e-mail is not targeted at you: your address has been harvested from a web site, mail list, or other publicly available source.
Bringing unpleasant mail to our attention
www.lboro.ac.uk/it/policies/unwanted-email.html
Legitimate E-mail being treated as spam
There are many possible circumstances when legitimate e-mail is rejected as spam even though it is not. This includes where the message comes from a legitimate e-mail mailing list, but happens to contain text that makes it appear to be an unsolicited e-mail (e.g. a message that refers to an unsolicited message, such as a complaint).
If we persistently treat e-mail from an e-mail address as Spam when it is not, staff should use the passlist request web form https://staff-webmail.lboro.ac.uk/cgi-bin/passlist_request.pl to ask us to ensure that none of their e-mail is treated as spam.
In exceptional cases, if your research involves researching into spam itself or involves you receiving e-mail which may be regarded as spam, please e-mail IT.Services@lboro.ac.uk and ask to receive all of your spam. This carries an overhead of work for our e-mail system, and we ask you only to use this if you have genuine need.
Note
IT Services make every effort not to stop or view e-mail messages either sent or received by campus e-mail users; however there are times, when for operational reasons, it is necessary for IT Services staff to view e-mail messages.
IT Services reserve the right to view such messages where this is the case. This is not dissimilar to the action that postal mail staff have to take when an item of postal mail is damaged or mis-addressed. Where such activity is required, IT Services staff take care to ensure that they are compliant with both the UK Data Protection Act, and the UK Regulation of Investigatory Powers Act.
For further information, please contact IT.Services@lboro.ac.uk.