policy email archive modified Thu Jan 30 2020 15:17:53 GMT-0500 (Eastern Standard Time)
University of Louisville
February 14, 2011
This policy applies to all University workforce, faculty and student members (including, but not limited to: faculty, staff, students, temps, trainees, volunteers, and other persons as deemed appropriate) while conducting/performing work, teaching, research or study activity using University resources and includes all facilities, property, data and equipment owned, leased and/or maintained by the University or affiliates.
The University will archive enterprise email records in order to retain information necessary to fulfill academic, administrative and legal requirements.
REASON FOR POLICY
The purpose of the email archiving policy is to ensure the University retains information necessary to fulfill academic, administrative and legal requirements.
The Acceptable Use Policy serves as the foundation for this policy and addresses issues related to confidentiality, intellectual property, privacy, and disclosure.
Policy Authority/Enforcement: Enterprise Information Technology is responsible for the development, publication, modification and oversight of these policies and standards. IT works in conjunction with University Leadership, Information Security, Audit Services and others for development, monitoring and enforcement of these policies and standards.
Policy Compliance: Failure to comply with these policies and standards and/or any related information security and/or information technology policy, standard or procedure may result in disciplinary action up to and including termination of employment, services or relationship with the University and/or action in accordance with local ordinances, state or federal laws.
Executive Vice President and University Provost
RESPONSIBLE UNIVERSITY DEPARTMENT/DIVISION
Miller IT Center 109, Louisville, KY 40292
IT Helpdesk Phone: 502-852-7997
IT Helpdesk ServiceNow or Live Chat: http://louisville.edu/it/helpdesk
This policy is subject to change or termination by the University at any time. This policy SUPERSEDES all prior policies, procedures or advisories pertaining to the same subject.
This policy will be reviewed annually to determine if the policy addresses University risk exposure and is in compliance with the applicable security regulations and University direction. In the event that significant regulatory changes occur, this policy will be reviewed and updated as needed per the Policy Management process.
Approved February 14, 2011 by the Strategic Technology Executive Committee
1.0/ February 14, 2011 / Original Publication
1.1/ January 29, 2013 / Content Update
1.2/ September 30, 2014 / Content Review
2.0/ March 8, 2016 / Content update of Responsibilities to IT and update to new template
Reviewed Date(s): September 30, 2014, March 8, 2016
The University Policy and Procedure Library is updated regularly. In order to ensure a printed copy of this document is current, please access it online at http://louisville.edu/policies.