Guidelines for Handling Third-Party Email or Other Account Access Requests

Article Summary

This article outlines the University of Maine System's policy regarding third-party access to email and other accounts, explaining why such access cannot be granted and providing information about the alternative FOAA request process for accessing public information.

Detailed Information

The University of Maine System cannot provide access to email accounts to third parties, including but not limited to:

• Relatives
• Executors
• Personal representatives
• Individuals with power of attorney

This policy exists because:

1. Email accounts and their contents are University of Maine System property;
2. All email accounts are subject to UMS policies restricting third-party access; and
3. Email accounts frequently contain confidential information protected by law, including: student materials or student interactions protected under FERPA (Family Educational Rights and Privacy Act).

Solution/Alternative Options

While direct access to email accounts cannot be granted, individuals seeking specific content or materials may have alternative options:

Freedom of Access Act (FOAA) Requests

• As a public institution, UMS is subject to Maine's Freedom of Access Act
• FOAA allows individuals to request materials that are deemed public under the law
• Requests can be submitted through the official FOAA portal: https://www.maine.edu/general-counsel/freedom-of-access-requests/

Important Notes

• All FOAA requests must go through the official request process
• Not all email content will qualify as public information
• Confidential or protected information will still be restricted according to applicable laws
• Processing times and fees may apply to FOAA requests

Environment

• University of Maine System Email Systems
• Maine Freedom of Access Act (FOAA) Portal
• UMS Information Security Policies

Tags

• Email Access
• FOAA
• Information Security
• Privacy
• Policy