Ohio Admin. Code 3344-7-06 - Public record and privacy
(A) Any work-related e-mail sent by a faculty
member or staff from CSU or residing on CSU e-mail servers may be considered a
public record under the Ohio public records act and may be subject to
disclosure. (Refer to "public record" as defined in section
149.43 of the Revised Code)
(B) CSU does not monitor the
content of e-mail as a routine business practice. The university reserves the
right to inspect, copy, store, or disclose the contents of e-mail messages
when:
(1) Required to comply with the law;
(2) Ordered to do so by a court of
law;
(3) Ordered to do so pursuant
to a subpoena or other legally enforceable order;
(4) The e-mail or computer file is a "public
record" as defined in section
149.43 of the Revised Code and
once CSU receives a valid public records request, CSU shall search computer and
e-mail files, as required by the public records law. The faculty or staff
member shall be informed, in advance, of such a search;
(5) The university has reasonable cause to
believe that a "litigation hold" is necessary based upon knowledge of
university office of general counsel of the presentment of a claim or of a
potential cause of action which has an impact on the university;
(6) In the normal operation and maintenance
of the university's computer facilities, staff of the information services and
technology department (or their staff analogues in other units of the
university) inadvertently open or otherwise briefly access an e-mail message or
computer file;
(7) Emergency entry
is necessary to preserve the integrity of the university's computer and network
facilities or to preserve public health and safety;
(8) Co-workers and/or supervisors need to
access an employee's e-mail account used for university business when that
employee is absent or unavailable; or
(9) The university has reasonable cause to
believe that there has been a violation of the law or university policy.
Notes
Promulgated Under: 111.15
Authorized By: 111.15
Amplifies: 3344
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