Email And File Restoration And Email Access Approval

Overview

How to Request Email and File Restoration and Email Access Approval

Purpose

Provide procedure to provide Email and File Restoration

Scope

This procedure applies to UVa Health System employees and associated entities, and personnel

Description

Restoration of Email Data

When an employee asks for their deleted email to be restored, the employee will be advised to request their supervisor/manager submit an email request to HSTS. Senior Administrator/Chiefs will be advised to submit the request directly to HSTS. Physicians will be advised to request the Clinic Administrator/Business Manager to submit the request.

The receipt of the request will trigger opening a Helpdesk ticket on behalf of the requestor. This will insure that appropriate resources are being expended for Medical Center business and will provide opportunity for appropriate counseling based on the frequency of occurrences.

Restoration of File Data (F: Drive/O: Drive)

When an employee asks for their deleted file data to be restored, the employee will be advised to place a Help Desk trouble call.

The Help Desk trouble call will trigger opening a Helpdesk ticket on behalf of the requestor. This will insure that appropriate resources are being expended for Medical Center business and will provide opportunity for appropriate counseling based on the frequency of occurrences.

Access to Medical Center employee Outlook accounts

When a Medical Center supervisor/manager requests access to a current Medical Center employee’s Outlook email or personal directory, the supervisor/manager will be advised to seek approval for such access from senior Medical Center administration.

Access to non Medical Center employee Outlook accounts

When a Medical Center supervisor/manager requests access to a current non Medical Center employee’s Outlook email or personal directory, the supervisor/manager will be advised to seek approval for such access from the employee’s administration. The appropriate administrator will formally approve the request via Email to HSTS.  In the case of the School of Medicine and School of Nursing that will be the appropriate Dean’s office.

Termination of Accounts

Upon receipt of a termination notice, the employee’s entry in the Global Address List (GAL) will be removed by disabling the employee’s account. The employee’s account shall be deleted not later than 30 days following the termination date.

The supervisor/manager of the terminated employee may request the contents of the folders to be transferred to his/her account by submitting a request to EMAIL. If a request is not received prior to the employee’s termination date, the data contents will be purged within 30 days.

Transition Processes

Technology Services has the ability to “protect” an account from being deleted under the following conditions.

Health System Agency Transfer

  • Transfer to another department
  • Changes in residency status (i.e., status change from housestaff to attending)

Health System Departure w/continued collaboration

Department should seek to continue Attending as non paid employee on 207 employment roll.

Document Supporting Resources