The purpose of this policy is to promote the appropriate and effective use of University of Louisville’s voice mail system.

The Acceptable Use Policy serves as the foundation for this policy and addresses issues related to privacy and disclosure. 

The University provides voice mail messaging to its faculty, students and staff for educational, research, and internal business purposes.

Administrative Standards

General:

Permissible Uses of Voice Mail: The University provides voice mail messaging to its faculty, students and staff for educational, research, and internal business purposes. Members of the University of Louisville’s community should limit their use of the system to these purposes. The rules governing the use of voice mail are consistent with the University’s other policies regarding computing facilities and disclosure of information. In particular, this includes the University’s policies on acceptable use, ethical conduct, and the handling of confidential or sensitive information.

Confidentiality of Voice Mail: Although every effort is made to safeguard the voice mail system, UofL cannot guarantee the confidentiality or privacy of voice mail messages and makes no promises regarding their security. Decisions as to what information to include in such messages should be made with this in mind. The University reserves the right to conduct routine maintenance, track problems, and maintain the integrity of its systems. As is the case with all data kept on the University’s Voice Mail System, the content of voice mail messages may be revealed by such activities.

Technical Standards

Monitoring/Management: UofL does not monitor the contents of voice mail messages as a routine matter. However, such monitoring may be conducted when required to protect the integrity of the system or to comply with legal obligations. Any unread (un-played) messages more than fourteen (14) days old are subject to deletion from the system. Individuals planning a sabbatical or having other special needs may make arrangements for extended message storage. Voice mail system users who fail to manage the messages in their mail boxes in an appropriate manner may have those privileges suspended.

Service Parameters:

• One personal greeting forty-five (45) seconds long.
• Maximum message storage length 45MB (which translates to 30 full length 3 minute messages).
• Up to thirty (30) messages stored at one time.
• Messages read or unread (not retrieved) will be stored for fourteen (14) days and saved messages will be stored for fourteen (14) days, then automatically deleted.

Directed Access: UofL reserves the right to inspect the contents of voice mail messages in the course of an investigation triggered by indications of impropriety or as necessary to locate substantive information that is not more readily available by some other less intrusive means. UofL will comply with all legal requirements for access to such information.

NOTE: UofL is not responsible for the content of messages or messages lost due to equipment failure or customer error. UofL is not liable for damages, including but not limited to incidental, consequential or indirect damages (such as lost revenues or business profits) arising out of or connected to the provision of the University Voice Mail Services.

Policy Authority/Enforcement: Enterprise Information Technology Management is responsible for the development, publication, modification and oversight of this policies and standards. Information Technology will work in conjunction with University Leadership, Information Security, Audit Services and others for development, monitoring and enforcement of this policy 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.