As a University Employee,

Who Owns the Information You Create?

This might seem obvious, but there are a few things you need to know.

• As an employee of the University, any information you create or receive during your employment that has anything to do with University business belongs to the Regents.  Whether it is information stored on your computer, paper files, voice messages, portable media, home laptop, etc. -- it is Regential property and needs to be created and managed according to policy.
• Any personal information you may accumulate during your employment is yours.  To respect this, whenever you move to another department or leave the University, you should collect or transfer your personal information.
• Once you have done so, the University will access the remaining information in order to keep departmental responsibilities moving forward.

For Managers.
A notice to assist in advising employees about the above information was written for use either by HR or campus units/departments during onboarding and offboarding. If it is used whenever a new employee comes into and leaves your department, there will be no need to use the access to electronic information without consent process (see below) to obtain access to an employee's records when an employee separates from your unit.

Helpful Information
UC RMP-1, page 4, Ownership Statement,  http://www.ucop.edu/ucophome/policies/bfb/rmp1.pdf
UCSC Records & Information Management Services website http://rimsvcs.ucsc.edu//

UCSC RIM Services provides campus Records, Content, and Information Management support. Contact us anytime.