Requirements regarding emails sent to the University of Aarhus

• The University does not wish to receive spam mails. Emails are scanned by various filters, and undesirable emails are removed. This may mean that "serious mails" are also filtered off. Any sender who receives no reply from the University should send a new inquiry. See tips about emails below.
• The University scans emails for viruses. Mails infected by a virus are normally removed.
• Attached files sent to the University administration are scanned to ensure that they are not dubious:
  • executable files (i.e. files that are programs ending in .exe, .pif etc.) are filtered off, and the recipient will be informed that this has happened.
  • the file name of attached files must not contain more than one full stop. This is because file names with several full stops (multiple extension files) are often used to conceal viruses. In such cases, the recipient will also be informed that attachments have been filtered off.
• As a general rule, employees of the University of Aarhus who are uncertain about the content of emails should delete them. New inquiries should be made if the University fails to reply to emails.

For further information about these requirements, please ask data@au.dk

Reasons for filtering

The University of Aarhus wishes to make a constructive contribution to the development of online administration. For several years the email addresses of offices and functions at the University have been in the form of @au.dk, and the main email address of the University has been au@au.dk

As a result, it was not difficult for the University to be involved in the launch of e-day on 1 September 2003, as described in the director's letter to the administration.

However, the online world is just as plagued by crooks as the real world. The result in terms of emails is a flood of viruses, worms and spam mail. Consequently, all emails are scanned to reduce the risk of the University's computers being misused or ruined by attacks by viruses or worms. In addition, spam mails are removed because they constitute an unreasonable burden for the University staff.

This battle is not a static process, because new threats are appearing all the time. So it is only possible to describe the situation as it is today.

Tips about emails

• Always state a sensible sender's address
• Always remember to state a sensible Subject - never leave this field empty
• Write a sensible message - not just "See attached", for instance, with a standard Word file attached. Use the cut/paste function to add your letter text to the message
• Many email programs enable you to choose between "standard text" and "html text". Use "standard text" as a general rule, and only use "html text" when necessary. Never send both formats at the same time
• References in messages to websites are a good idea - but do not include too many, and always check the websites stated. The best way to do this is to cut/paste the address from a browser in which the website concerned can be seen
• Be just as careful with email addresses. Make sure they work!

A few details about attached files

Attached files that are removed by the University administration are put into quarantine, and can be retrieved in special circumstances if inquiries are made to the Administration Computing Office. The method is explained in the email that is received. However, please keep such inquiries to a minimum - and always start by asking the sender to send an acceptable file instead. If you ask the Administration Computing Office to send you a file, you must ensure that the file is scanned carefully for any viruses before it is opened.

Special conditions apply to the use of the University's electronic visiting card, vCard. This is often system generated, so an extra full stop will often occur in people's names using a full stop as a divider (e.g. 'peter.hansen.vcf', or in initials such as 'Jørgen F. Bak.vcf'). This is not a major problem because the file type .vcf shows that this is a vCard, and that the recipient can therefore ignore this point.

Stig Møller, director of administration

Jørgen F. Bak, special consultant