Service Description
The University complies with data protection laws, privacy practices, and University policies, practices related to requests for release of individual user email, files, and related data. The type of request and the current user’s affiliation with the University (Student, employee, former-employee, etc.) will determine how the request will be handled and any approvals required. ITS will respond to properly-authorized and authenticated requests by delivering files, contents of email accounts, or other data according to established processes. Supervisors may also request auto-reply on email accounts of their former employees who have left the University.
Audience
Supervisors (for auto-reply), Unit Heads (for data release), of former University employees. Unit IT staff for coordination of data release logistics. Individual users may also request assistance exporting or sharing their own account data.
Keywords
pst, user file request, data protection
Support
Technical Support/Contact Information
- Call (919) 962-HELP (4357)
- Click the blue chat bubble
Hours of Operation
8am-5pm, Monday-Friday. Urgent data release must be initiated through the Information Security Office.
Helpful Information
User/Customer Responsibilities
Obtain Onyen or PID of user data being requested. Ensure that you are authorized to make the request (users may ask for their own data, Supervisors may ask for auto-replies, Unit Heads may ask for data release of former employees who have left the University). Provide clear and detailed information about the data requested. Make requests in a timely way. It may not be possible to retrieve data after long periods of time.
Out of Scope
- Ongoing access is not provided to email or other accounts.
- Individuals not (or no longer) affiliated with the University may not retrieve files or email through ITS. This service is available to authorized and authenticated University Constituents only.
- Data or accounts on non-ITS systems are outside the scope of this service and will be referred to appropriate unit IT.
- ITS does not do individual file or email searches, only whole-account data is provided. (Rare exceptions may be made under exceptional circumstances)
Other important info worth noting
This service operates under constraints of Public Record and records-retention practices, University privacy practices, and the practicalities of system management. ITS will make best efforts to retrieve available data, but cannot provide data that has been removed from accounts by users or through normal retention expiration.
By policy, requests must have a business purpose to be authorized and valid.