Online Storage of Administrative Work Files

Work files should be stored in places with appropriate controls that provide for business continuity.  When faculty and staff members store work files in areas not managed by their departments, there is a significant risk of the disruption of operations if the files become inaccessible because the employee is unavailable due to leave or ceases to be employed at the university.  UIS does not have a quick, efficient, or guaranteed way to retrieve files stored in non-managed areas and services, and any retrieval of files owned by an employee requires an exception to the employee privacy policy section of the Appropriate Use for Information Technology Policy.  Thus, this document establishes that supervisors have a right, and often a duty, to ask employees under their supervision to organize work files so that the supervisors have access to them, and that employees are expected to do so when asked.  Exceptions are provided for most types of academic files and personal copies of personal copies of performance evaluations.

Training opportunities will be provided leading up to the October 1, 2024 adherence date when enforcement of this policy will occur.
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