MyFiles Staff Storage System

Terms of Use By using the MyFiles system to store data, you are agreeing to abide by these terms and conditions for the use of the Staff Storage System, in addition to any standard University policies for computer access, data storage and retention. 1. Definition Data Controller A person who determines the purposes for which, and the manner in which, personal information is to be processed. This may be an individual or an organisation and the processing may be carried out jointly or in common with other persons e.g. the University of Bristol A member of the IT Services staff with responsibility for the operation, management and support of the Staff Storage and Filestore Systems Employees of the University of Bristol (a member of staff) who has access to storage on the MyFiles system and stores files or information on the system.

Data Manager

Data User

2. Data Protection Where a University of Bristol employee processes personal data in the course of their employment, including for purposes of research, then the University of Bristol will be the Data Controller. The University of Bristol takes it obligations under the Data Protection Act very seriously and it is a condition of employment at the University that staff agree to abide at all times by the provisions of the Data Protection Act 1998 in relation to any processing by them of the personal data of others.
See: http://www.bristol.ac.uk/personnel/terms/generalterms.html#DataProtection

It is expected that confidential data collected for processing will not be deposited in the Staff Storage System (MyFiles) but should be kept, appropriately in Departmental storage. 3. Freedom of Information Under the Freedom of Information Act 2000, third parties may request access to information held by Public Authorities, subject to certain exemptions. The

University is defined as a Public Authority under the Act and some forms of stored data may thus be requested under FOI legislation. See: http://www.bris.ac.uk/foi/ 4. Legal & Ethical Reservations The University, through Data Managers, reserves the right to remove data from its computer systems, including the Staff Storage System, if that data breaches UK laws, is in breach of ethical standards to which the University and its staff are committed, or otherwise breaches published University Policies. In addition, the University has a duty to comply with legal requests for disclosure and access to certain data, which must be complied with and may result in files that on the Staff Storage System being disclosed to the police &/or relevant authorities. 5. Technical Issues The University cannot guarantee the 24/7 operation of such a large data repository for every member of staff. Every effort has been made to ensure that the technical implementation of the system provides redundancy and resilience; but there will be occasions when the system will become unavailable for planned maintenance. Planned outages and service status will be advertised on the IT Services Status Pages and the IT Services website. In the event of unplanned outages, errors should be reported by Data Managers or Data Users to the IT Services Service Desk. This service is considered high priority for the University and 1st line recovery and restoration will be attempted as soon as possible. 6. Data Users Each storage area (folder) on the MyFiles system is only for use by the named individual we do not support directly sharing files from your staff storage space with other members of staff or students. It is the responsibility of the Data User to ensure that the files and documents stored within the system are compliant with University policy and are neither illegal within the United Kingdom or in breach of copyright. 7. Data Managers The files that are saved on the University MyFiles system will not be routinely inspected by University IT staff, but should not be considered to be entirely private. In certain circumstances, IT staff may need to access your personal storage area to provide support assistance; for example, in recovering deleted files or folders. See: http://www.bristol.ac.uk/secretary/compinvestigate.html

8. Recovery It is expected that Data Users will recovery their own files and folders using Volume Shadow Copy stores; or request support from their IT Services Zonal Support Team. There is no central support for individual file recovery from tape archive. IT Services guarantee that 7 days of previous version data will be available; in addition under normal circumstances we would expect at least 30 days of previous version information will be available to all Data Users. 9. Retention & Deletion Data Users will lose access to their MyFiles area when their account is disabled in the PIMS system. Any data stored on the system will be removed 30 days following the deletion of the users account in Active Directory. Data Users must have copied &/or transfer files to other mediums or storage areas (i.e. Departmental Filestore) if data is required by other employees prior to the end of their employment.