Intended Audience and Contact Information
| Contact | Chief Data Officer, Office of the CIO |
|---|---|
| Intended audience: | Internal UBC |
| UDM Domain | Multiple |
Purpose
This standard aims to achieve consistency around the data collected for email attributes, and the format in which it is collected and stored in across the University.
This standard applies to all UBC applications collecting email. Exceptions are listed in the Dispensation section.
Standard
Accepted Data Values for Email Type
The following are the accepted data values for email type.
| Accepted Data Value | Definition |
|---|---|
Personal |
Email used by a person for personal use. |
Work |
Email used by a person for day-to-day activities related to their job. |
Business |
Email used by a person or organization for commercial purpose. |
Data Rules for Email Type
| Accepted Data Value | Data Rule |
|---|---|
Personal |
Only a person may have this type of email. |
Work |
A person or organization may have this type of email. |
Business |
A person or organization may have this type of email. |
A person or organization may have multiple Emails of each Email Type.
A unique Email may have more than one value for Email Type.
Primary Email Indicator
A person or organization may designate a primary email among their personal, work or business emails. The following are the accepted data values for Primary Email indicator.
| Accepted Data Value | Data Rule |
|---|---|
| Yes or No | Only one Email attached to a person or organization may have an indicator for default communication per Email Type. |
Public Email Indicator
Following are the accepted data values for Public Email indicator.
| Accepted Data Value | Data Rule |
|---|---|
| Yes or No | For student contact information, only the student can elect to allow their email to be displayed in a UBC public directory. |
Compliance
This standard must be complied with through every stage of the data lifecycle with the exception of any dispensations (see Dispensation section below):
- All applications must collect email type as recommended in this standard.
- Enterprise Data Integration must adopt this standard.
Dispensation
Legacy systems are exempt from this data standard. As systems are replaced, adoption of this standard is required. Examples of legacy systems are:
- Student Information System (SIS)
- Human Resource Management System (HRMS)
- Finance Management System (FMS)
As existing systems change to adopt this standard, the Enterprise Data Governance team needs to be informed.
Related documents
None