January 2011
The PSU voice mail system shall be used for purposes that further university goals. This policy covers appropriate use of voice mail as it applies to all employees, vendors and agents operating on behalf of the University.
Pursuant to the PSU Acceptable Use Policy, all traffic and the contents thereof which traverse the PSU computer and/or telecommunications network, all PSU-supplied computers, telephones and related technologies and all correspondence including but not limited to files, e-mail and respective attachments, instant messaging, text messaging, voice calls and video calls are subject to the rights reserved by PSU to manage to the extent deemed necessary any communication or the contents thereof.
Persons may not use the voice mail system in inappropriate ways or in violation of USNH or PSU policies or local, state or federal laws. This includes, but is not limited to:
- Stalking, harassment including sexual harassment, hate speech, or other unlawful activity.
- Fraudulent acts, including the use of a deceptive alias to disguise one’s true identity.
- Any use of PSU resources for personal commercial gain, solicitation for self or other promotion except in cases of officially sanctioned University activities.
Any communication may become the subject of litigation. As such, disclosure shall be granted pursuant to any subpoena filed for such a purpose upon direction from the Chief Information Officer (CIO), any Principal Administrator or the President.
In-coming or intra-campus voice mail related to official business of PSU shall be addressed to an official university-provided voice mailbox and shall not be sent or forwarded either manually or automatically to any third-party voice mail service. PSU employees shall only use the PSU voice mail system for conducting official university business. The use of private or third-party systems for official business is prohibited. Where telephones are not provided by PSU, as would be the case with adjunct faculty and cellular phones, Principal Administrators may authorize the use of private or third-party voice mail.
University officials and supervisors shall be permitted to review any available voice mail when written permission has been granted by the CIO, Chief Security Officer (CSO) or Human Resources. Voice mail accounts will be accessed by system administrators for the purposes of maintenance, forensics, and/or to support investigations. ITS reserves the rights to filter, reject, preserve and/or remove any voice mail that is suspected to contain any harmful or inappropriate content.
Upon employee termination, resignation, or withdrawal, voice mails remain the property of the University and any associated voice mail account(s) will be terminated. All information not retained by PSU will be deleted.
No voice mail messages will be systematically archived. It is the sole responsibility of end users to save, delete and manage messages in their mailboxes.
