Policies and Procedures Manual

Chapter 3: Student Affairs

03:02:12   Privacy Considerations, Electronic Mail, and/or Data Files

In an operational sense, electronic mail and files in accounts and on the network are regarded as private; that is, employees of Northeast State Community College do not routinely look at this information. However, Northeast State reserves the right to view or scan any file or software stored on the College system or transmitted over the College network, and may do so periodically to verify that software and hardware are working correctly, to look for particular types of data or software (such as computer viruses), or to audit the use of resources. Electronic mail and data on College computing systems or transmitted over the College network may be periodically copied to backup devices or media. Material of questionable content that may come to the attention of the College personnel during these and other activities may be acted upon. Faculty, staff, and students of the College are encouraged to exercise good judgment in the use of computing resources, data, and electronic mail.

Northeast State makes reasonable efforts to maintain confidentiality and, when sources outside the College request an inspection and/or examination of any College owned or operated communications system, computing resource, and/or files or information contained therein, Northeast State will treat files and information as confidential unless any one or more of the following conditions exist:

  1. When approved by the President of Northeast State;
  2. When authorized by the owner(s) of the information;
  3. When required by federal, state or local law (such as open records laws); or 
  4. When required by a valid subpoena or court order.

When notice is required by law, court order, or subpoena, computer users will receive prior notice of such disclosures (viewing information in the course of normal system testing or maintenance does not constitute disclosure).

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Divisional Review Responsibilities Checklist: Information Technology

Revision History: April 2014; Edited Feb. 2020; Edited June 2021