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University of Louisville
 OFFICIAL
UNIVERSITY
ADMINISTRATIVE
 POLICY
 
 
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
 
POLICY NAME
Voice Mail
EFFECTIVE DATE
March 4, 2011
POLICY NUMBER
ISO-021
v2.0
 
POLICY STATEMENT
 

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

 
REASON FOR POLICY
 

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 

 
RELATED INFORMATION/STANDARDS
 
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:
o   One personal greeting forty-five (45) seconds long
o   Maximum message storage length 45MB (which translates to 30 full length 3 minute messages)
o   Up to thirty (30) messages stored at one time
o   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.

 
RESPONSIBILITIES
  

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.

 
HISTORY
 
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 March 4, 2011 by the Strategic Technology Executive Committee 
 
Revision Date(s):
1.0/ March 4, 2011 / Original Publication
1.1/ January 29, 2013 / Update Enforcement and Review
1.2/ September 30, 2014 / Content Review
2.0/ March 8, 2016 / Content update of Responsibilities to IT, update to new template
 
Reviewed Date(s): September 30, 2014, March 8, 2016; June 15, 2017
 
ADMINISTRATIVE AUTHORITY
 
Executive Vice President and University Provost
 
RESPONSIBLE UNIVERSITY DEPARTMENT/DIVISION
 

Information Technology
Miller IT Center 109, Louisville, KY 40292
IT Helpdesk Phone: 502-852-7997
IT Helpdesk ServiceNow or Live Chat:
http://louisville.edu/it/helpdesk

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.

 
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