Access to Employee Email, Drive or Computer files

Service Description:

When an employee ends their employment with MassArt, the College may need to access business-related information stored on the former employee’s College computing resources. This document clarifies when and how access may be granted, outlines required approvals, and defines Technology Services procedures. 

Types of Separation 

Voluntary Separation (Resignation or Retirement) 

  • Access to College data and IT systems is revoked according to NetID policy. 
  • This applies to all full-time, part-time and contract faculty and staff. 
  • Employees are responsible for saving any personal files before their separation date. The College is not responsible for preserving personal data left on College systems 
  • All work-related materials, including network drives, departmental shares, email, and any confidential, sensitive, or proprietary data, remain the property of MassArt. 

Involuntary Separation 

  • Access to College data and IT systems is revoked on their last day of employment.
  • If the employee has already left the workplace, an Authorization Request is required before any department appointee may access business-related files or email. 
  • Once approved, the department appointee may work with the Technology Department to access and transfer relevant business data. 

Emeritus Faculty 

  • Faculty granted official Emeritus status may retain access to College email after retirement. 
  • Access is granted automatically once Emeritus status is established. 
  • Faculty who retire without Emeritus status are not eligible to retain access beyond their separation date. 

Who can use it?

Employees, Director, AVP, or VP 

Accesses use be approved by a member of HR, the area  VP and the CITO.
 

Additional Information: 

Access Requests for Former Employee Data 

Email Access 

  • If access to a former employee’s business-related email is required, the department appointee must submit an Authorization Request through the Service Hub. 
  • This applies to both voluntary and involuntary separations. 
  • Access is provided as delegated access only: 
  • The designee may view and manage email solely for College business purposes. 
  • The designee does not become the account owner. 
  • Delegated email access is temporary and limited to 30-60 days from the date access is granted. 

Computer and File Access 

  • Access to data stored on College-issued desktops or laptops is limited to 30 days following separation. 
  • After 30 days, devices and all associated data backups will be wiped.