Indicate whether the former employee was contacted, and whether consent for access was granted.ī. If it is not practical for the former employee to provide access to the needed information, a request for IT staff assistance can be sent by the former supervisor of the separated employee to Please provide the the following information:Ī. When there is a positive relationship with the former employee, either the forwarding method or granting account access method is preferred, as it provides notice, allows the individual to prevent exposure of personal information, and also avoids involving external IT/administrative staff resources. Instructions for granting another individual access in bMail (also grants access to Google Drive) Granting access can be performed by the former employee after separation during the CalNet grace period. The ideal method for gaining access to a former employee's email or files is for the former employee to grant access him or herself, either by a) forwarding specific requested information, or b) personally granting access to the account. When departmental staff (CalNet deputies, local IT staff) have the technical capability to provide someone else access to former employees' data, the procedures reference below, or a similar process approved by the department head should be followed. In cases where the above recommended practices were not established or other unusual circumstances make accessing a former employee's email or files necessary, it is ideal to notify the former employee of the business need for access to information in his or her account and request either their assistance in accessing the needed information, or their consent for IT staff to grant access. The following exception procedure is established for incidents when campus operational needs require access to a former employee's files. Upon separation, set an "auto-reply" forwarding message on email accounts and a voicemail message that directs people to alternative sources for assistance.ĭue to privacy and staff resourcing concerns, it is not standard practice for IT staff to provide access to former employees' accounts.Consider whether any University information is stored on non-University personal accounts or devices - transfer or delete any such data as appropriate.Remind the separating employee that files left behind are property of the University, though the protections granted to employee electronic communications by University policies are extended to those files.Remove or transfer personal information to non-University resources.Transfer files from devices and online accounts to a departmental server or Box account, or change bDrive file ownership to a SPA (first share the file, then click "Advanced" to change ownership).Forward messages of ongoing operational value from individually assigned University email accounts to a shared Special Purpose Account (SPA).Prior to an employee's separation, have the employee review electronic information in their possession:.Review Electronic Resources Prior to Separation Upon employee hiring, establish the expectation that personal use of University accounts should be incidental and that individual accounts and their contents are the property of the University. Maintain departmental (SPA) email accounts and document shares, and direct employees to use these shared resources to store work that is valuable to the ongoing operation of the department. The following best practices are recommended to avoid the need to access the accounts and data of former employees. While ECP provisions do not cover former employees, campus practice extends similar courtesies of consent or notice and least degree of invasiveness to former employees when possible. The UC Electronic Communications Policy (ECP) specifies requirements for obtaining consent or authorizaton to access the electronic files of current employees and for using the "least perusal of contents and the least action necessary to resolve the situation." Accessing a former employee's email or files for operationsįamily member access to email or files of a deceased faculty member
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