NOTICE REGARDING DISPOSITION OF AND ACCESS TO RECORDS UPON SEPARATION FROM EMPLOYMENT

Separating employees must provide the University with copies of, or access to, all records in their possession that pertain to the administrative business of the University. Separating employees should remove their personal records and/or transfer them to their personal accounts, and the University shall provide the opportunity to do so. All remaining records (paper or electronic) may be accessed for future business use by the University at its sole discretion and without notice. This includes but is not limited to: email; any and all files on computers and file servers used during employment with UCSC, whether by individual (sole) or group (shared) access to those records; and all back-up copies of any such records. These records may be forwarded or transferred from accounts of separated employees so those accounts may be closed according to standard campus procedures. Please be advised that any remaining personal records could be incidentally accessed during these processes.

This notice applies to all UCSC employees (academic, staff and student). It is provided as a courtesy reminder of existing University policies* and is not intended to convey any additional rights or responsibilities beyond these policies.

* UC Business and Finance Bulletin RMP-1, University Records Management Program and the UC Electronic Communications Policy

Notice rev. 6/28/11