Voicemail

Overview

Voicemail is a York College shared resource and serves as a crucial component of our communication systems. The voicemail system is provided by the College for employees to facilitate the performance of College business. The telephone system, voicemail system and the contents of all voicemail are the property of York College. Although York College does not make a practice of monitoring these systems, Information Technology reserves the right to retrieve the contents for legitimate reasons, such as to comply with investigations of wrongful acts, recover from system failure or in the event of an employee leaving the college. York College strives for privacy on all data systems but does not guarantee the confidentiality or privacy of electronic data or voicemail messages. This should be kept in mind when using these services.

Purpose

This policy is designed to outline the responsibilities that users have with regards to their use of the voicemail system in order to ensure proper usage and prevent misuses of the system.

Scope

Voicemail is provided to full-time Faculty, Administrators, Staff employees, Departmental, authorized vendors, contractors and designated part-time employees. Special requests for voicemail access by others will be considered on a case-by-case basis.

Policy

Employees and authorized users are responsible to maintain the security of their account and their pin. It is suggested that pins be changed quarterly as a precaution to prevent unauthorized access. Voicemail pins should be at least 4 numeric characters.

Personal use of voicemail by employees is allowed but should not interfere with or conflict with official College business use. Employees should exercise good judgment when utilizing voicemail for personal use.

Efficient Usage

Efficient use of the voicemail system suggests that messages should be concise and directed to individuals with an interest or need to know.

Voice Messages are restricted by the following policies and are automatically enforced by the Voice Messaging System:

• Saved voicemail messages will move to the Deleted Items Folder in 30 days.

• Deleted Items Folder messages will be permanently deleted in 30 days.

• The storage quota is approximately 60 minutes of messages which include items in your Deleted Items Folder.

• A warning is issued when mailbox is storing approximately 52 minutes of messages.

Misuses of Voicemail

Voicemail users are encouraged to use good judgment, common sense and common courtesy when using this resource. Examples of misuse include but are not limited to the following:

• Using another individual's password or pin

• Sharing the voicemail password or pin with another individual

• Attempting to circumvent or analyze security features

• Engaging in any activity that might be purposefully harmful to systems or to any information stored thereon, such as creating or propagating viruses, disrupting services, damaging files or making unauthorized modifications to College data.

• Participating in any illegal activities using the voicemail system.

• Using voicemail to harass or intimidate another person, for example, by broadcasting unsolicited messages, by repeatedly sending unwanted voicemail, or by using someone else's name or username.

• Use of College communications systems to set up personal businesses

• York College confidential messages should be distributed/ forwarded to York College personnel only. Forwarding to locations outside is prohibited.

• Accessing copyrighted information in a way that violates the copyright

• Broadcasting unsolicited personal views on social, political, religious or other non-business related matters

• Solicitation to buy or sell goods or services

Responsibility for this Policy

The Department of Information Technology is responsible for ensuring the efficient use of systems according to this policy. If misuse issues arise, the appropriate department/person will be contacted and the issue will be handled accordingly through the Dean of the Division. The interpretation of appropriate use and future revisions of this policy are subject to change.

Revised 6/16/2011