University of Houston System (UHS) Information Security can assist you with any requests for data, such as a manager requesting access to a former employees emails for business continuity reasons.  Information Security works in collaboration with UHS Office of General Counsel (OGC) to review, approve, and fulfill these requests.  Please note that UHS does not retain records indefinitely.

Freedom of Information (FOIA)/public records requests:  Please visit the Public Information Act website on the Office of General Counsel website to learn more about how to submit a FOIA or public records request.  If approved Information Security will work with OGC to retrieve the requested information.

Supervisor access to former/current employees email or files from OneDrive:

1. Supervisor contacts UHS Information Security with the request details
2. Information Security reviews request with OGC to get approval
3. If approved, Information Security retrieves the data and shares it with the supervisor

Supervisor access to former/current employees files on local computer:

1. Supervisor contacts component university/department IT department
2. IT department helps supervisor retrieve files from local computer

Former employee access to old work files: Please file a public records request for the data you would like to have access to.

Student access to their old emails/files:  You will receive a notification one month before your account is disabled.  Once it has been disabled, UHS cannot provide access to your old email or files.

Data retention:

• Faculty/staff: Emails and files for full time UHS employees are deleted 180 days after the employees departure.
• Students: Emails and files for UHS students are deleted after their account is disabled.  This occurs twice a year.

Go deeper:

• UHS OGC website for the Public Information Act
• UHS SAM 07.A.07 – Use of Electronic Messaging Services by Employees