Information Technology Policies and Procedures

Folder Redirection Policy

This policy is intended to outline and define the University’s policy on storing employee’s documents and files (referred to as My Documents or My Docs) on networked storage rather than on individual computers.  This policy is meant to coincide with the existing Acceptable Use Policy.

Purpose

This policy describes the Authorized Use of the University Information Technology Network as it pertains to the acceptable usage of the My Documents folder on computers designated for Park University use.

Folder Redirection enables Park University Information Technology Services (ITS) to make the My Documents folder, for instance, point to a secured folder on the network instead of on the local machine.  This makes backup easier, ensures security of files and the information they contain, and allows end-users to move from machine to machine easier and continue working.

Scope

This policy applies to all Staff and Full-Time Faculty using a Park University-owned computer designated for official work use, and those using Park University-owned computers in common-usage areas such as classrooms and computer labs in the Parkville, Downtown KC and Independence campus centers.

Policy

• All files placed in the “My Documents” folder will be stored on a network server rather than being stored on the local computer itself.
• All files and folders on the designated servers are secured to only be accessible explicitly to the user with which the files originated.
• Users of University accounts shall have no expectation of privacy in anything they store in their My Documents folder.  The University may monitor all data on the University Information Technology Network without prior notice, but is not obliged to do so.
• All data (including files, folders and the information therein) stored within My Documents will be considered the property of Park University.
• The My Documents folder is intended only for work-related documents and must not contain any of the following:
  • Music files (including but not limited to .mp3, .wma, .wav files).  Any work-related music files should be stored in a common network share such as a department-specific share or a project-specific share and must be an original work, be considered public domain or must have documented legal ownership.
  • Video files (including but not limited to .wmv, .mp4, .mpg files).  Any work-related video files should be stored in a common network share such as a department-specific share or a project-specific share and must be an original work, be considered public domain or must have documented legal ownership.
  • Picture files (including but not limited to .jpg, .bmp, .png files).  Any work-related picture files should be stored in a common network share such as a department-specific share or a project-specific share and must be an original work, be considered public domain or must have documented legal ownership.
  • Application/System files (including but not limited to .exe, .iso, .msi files).  Any work-related Application/System files should be stored in a common network share such as a department-specific share or a project-specific share and must be an original work, be considered public domain or must have documented legal ownership.
• ITS will conduct regular, comprehensive audits of Redirected Folders looking for prohibited files.  Should any be found, a first notification will be sent to the offending employee.  If prohibited files are found again and/or the initial notification isn’t heeded, a report will be sent to the department manager/department chair detailing the files’ location and the owner.  The final notification will go directly to Park University Human Resources.

Enforcement

Any Authorized User found to be in violation of this policy will be considered an Unauthorized User, and as such are subject to disciplinary action pursuant with the Enforcement section of the Unauthorized Use Policy.

If someone is found liable to copyright infringement, federal law provides for civil remedies that may include substantial monetary payment, injunctive relief and liability for attorney’s fee incurred in bringing an action.  Criminal penalties may be imposed if someone willfully infringes a copyrighted work, even if no profit is derived from the activity.  This type of crime is punishable by up to five years imprisonment, up to $250,000 in fines, or both.