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Automatic Mail Forwarding
From 15 june 2023 the university has installed a 'no automatic mail forwarding to external email address' policy. For details, please read UL policy Automatic Forwarding to external email address or read the policy document
The University mail servers have been changed to revoke automatic mail forwarding to addresses outside the leidenuniv.nl domain. This is done to make sure mails with General Data Protection Regulation (GDPR) sensitive data are not automatically forwarded to places where the university does not have a GDPR processing agreement.
Since the Physics department has its own mail server we have to implement the university policy ourselves, but can be much more creative than rigorously disable all forwarding, we have negotiated with the University that any mail containing GDPR sensitive data (for example, personal data or potential relevant information for cyberattackers) will have the word 'Vertrouwelijk' or 'Confidential' in the subject of that mail. Given this identification we have implemented a filter in your .procmailrc file (Lorentz Institute) or Exchange filter (LION) that redirects any such mail back into your INBOX thus taking it out of the stream that allows you forwarding to an external email address.
In short, any email marked 'Vertrouwelijk' or 'Confidential' will go to your INBOX and all other email you can still forward to you favorite external (to leidenuniv.nl) email system. So you do not have to change anything, except look at your PHYSICS/Lorenz inbox once in a while to see if a LeidenUniv GDPR sensitive mail has been sent to you.
Note: If you write a confidential GDPR sensitive email to a Leiden employee you need to mark that mail with 'Vertrouwelijk' or 'Confidential' (put this word in the mail Subject) to adhere to the University Mail Forwarding policy.
For Institute Lorentz we have installed, at the beginning of your .procmailrc file, a ruleset that will do the above mentioned actions. So please do not remove that as it helps you to adhere to the univerisity policy while retaining your automatic forward (if set).
This filtering rule set allows one bit of customization: if the variable INFOMESSAGE is set to yes, you will receive a mail informing you that a message matching marked as confidential has been received and left in your INBOX so you will know to check there.
For PHYSICS (exchange server) we have installed a system wide ruleset (a so-called transport rule) performing the above mentioned functionality. So if you have an automatic forward setup, you can retain it as the system ruleset fully implements the university policy.
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