e-Mail Signature Requirements


This is in three parts:

  1. e-Mail message from the Office of the General Counsel 9/12/07
  2. The relevant legislation
  3. e-Mail message from the Office of the General Counsel 9/14/07
    and attached FAQ document


1. text of e-Mail message from the Office of the General Counsel 9/12/07

Date: September 12, 2007

From: Vee Leonard, Esq.
General Counsel

To: All University Employees:

Pursuant to legislation passed in 2006 (F.S. 668.6076), as a state entity we are required to have the following statement in a conspicuous place.

Please add the following statement to your e-mail signature:

"Florida has a very broad public records law. As a result, any written communication created or received by Florida Gulf Coast University employees is subject to disclosure to the public and the media, upon request, unless otherwise exempt. Under Florida law, e-mail addresses are public records. If you do not want your email address released in response to a public records request, do not send electronic mail to this entity. Instead, contact this office by phone or in writing."

For instructions on how to add a signature to your e-mail in Outlook 2007 or Outlook Web Mail, please follow the link below: http://admin.fgcu.edu/compservices/autosignature/

You may also contact the Computing Services helpdesk at 590-1188 for assistance.

If you have any questions, please contact the Office of the General Counsel at 590-1101.


2. Text of F.S. 668.6076 (downloaded from the website of the Florida Senate 9/13/2007:

668.6076 Public records status of e-mail addresses; agency website notice.--Any agency, as defined in s. 119.011, or legislative entity that operates a website and uses electronic mail shall post the following statement in a conspicuous location on its website:

Under Florida law, e-mail addresses are public records. If you do not want your e-mail address released in response to a public records request, do not send electronic mail to this entity. Instead, contact this office by phone or in writing.


3. text of e-Mail message from the Office of the General Counsel 9/14/07

TO: All University Faculty and Staff

FROM: Office of the General Counsel

DATE: September 14, 2007

Due to the overwhelming response to the e-mail previously sent out regarding the Public Records Notice, the General Counsel has established a Frequently Asked Questions document, which has been attached for your convenience.

Thank you for your cooperation.


FAQ document pdf (3 pages) which was attached to this message
Since the FAQ document is not dated, later versions of it may exist.