Article Summary
This article outlines the authorization process and procedures for accessing departmental data stored in personal drive spaces when business continuity requires it. It emphasizes best practices for data storage and details different handling procedures for employee versus student accounts.
Solution/Detailed Information
When departmental data stored in an employee's online drive space needs to be accessed due to unexpected absence or departure, this article describes the process to obtain authorization and access.
Background and Data Management Best Practices
Departments should proactively store all important departmental data on shared drives rather than employee named drive spaces. Transfer of file ownership should be handled before the end of employment or extended leave; however, understanding that occasionally circumstances prevent proper data transfer, the University has established processes to access necessary files while protecting privacy interests.
Authorization Process
Authorization for file transfer or access can be granted by any of the following:
- The account owner (in writing or via email)
- Individuals in the account owner's reporting chain (for someone leaving the University and not retaining account rights such as transferring to student status or retiring)
- Office of General Counsel
- Human Resources
- Information Security Office
Account Types and Special Considerations
Employee Accounts
- Drive spaces assigned to employees (that aren’t current students) are University System property
- Complete file transfers are standard practice to minimize IT staff time
- Special handling and authorizations may be required for:
- Retirees
- Employees changing positions within the University System
- Cases requiring selective file transfer
- This article does NOT cover employee email accounts which are covered by a separate process as described in a different knowledge base article, which may be found here.
Student Accounts
- Additional authorization may be required from Academic Deans
- More complex handling due to student privacy considerations
Process
- Department submits access request through the help desk
- Request is routed to Information Security Office (ISO)
- ISO reviews authorization and forwards to system administrators
- System administrators implement approved access/transfer
Environment
- Applies to University-provided online storage spaces
- Includes drive spaces assigned to employees and shared drives
- Encompasses both active and departed employee accounts
Tags
- Online Storage
- Data Access
- File Transfer
- Account Management
- Employee Departure
- Information Security
- Data Privacy
- Shared Drives
- IT Security