Privacy and Retention of Computer Files Policy

Effective: May 10, 1993

The University regards electronic mail and voice communications as vehicles for delivery of information and not as mechanisms for the retention or archiving of such information.

It is the responsibility of the individual sender and/or receiver of such messages to determine which information should be retained or archived. Records should be retained in accordance with the University's financial and administrative policy on records retention and disposition (policy # II.C.1) and the Virginia state code. Records that are retained by an individual, even if they are retained on an electronic medium, are subject to the Virginia Freedom of Information Act and the Privacy Act. Current electronic technology is not considered acceptable for archival storage. Thus, documents judged to be archival should be stored on an appropriate medium such as paper or microfilm.

Users of computer systems are expected to abide by the guidelines on "Ethics in Computer Usage."

Revisions:

© 2008 by the Rector and Visitors of the University of Virginia.

The information contained on the University of Virginia’s Department of Information Technology and Communication (ITC) website is provided as a public service with the understanding that ITC makes no representations or warranties, either expressed or implied, concerning the accuracy, completeness, reliability or suitability of the information, including warrantees of title, non-infringement of copyright or patent rights of others. These pages are expected to represent the University of Virginia community and the State of Virginia in a professional manner in accordance with the University of Virginia’s Computing Policies.