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Personal Devices and University Business

Graphic of a piece of paper with the word "Policy" at the top
September 13, 2019

It is the responsibility of all public employees to follow university policy when using a personal device for university business.

As it states in the University of Minnesota Use of Personally Owned Mobile Devices for University Business appendix to the Acceptable Use of Information Technology Resources policy:

Public employees should understand that any records they create related to University business - including text messages, voicemail messages, emails, and other electronic communications - are University records. These records therefore (1) should be managed according to University records retention policies, and (2) may be subject to disclosure under the Minnesota Government Data Practices Act if someone requests them. These guidelines are intended to help you manage the business-related messages you send or receive on smart phones, tablets, or similar devices (iPhone, iPad, iPod Touch, Blackberry, Android, etc.), to appropriately keep what you should keep and to delete what is unnecessary.

The general rule is that business-related records that the University should retain must be kept on University - not personal - computer systems, and business-related records that do not require retention should be deleted as you go. This rule applies to University-related information transmitted on your smart phone or similar device by electronic messaging, whether the device is owned by the employee or provided by the University.

The appendix details important information on the following:

  • Password Protecting & Autolocking Your Device
  • Text Messages and Other Similar Types of Electronic Messaging
  • Email and Calendars
  • Documents and Other Files on Your Device

Please read the full Use of Personally Owned Mobile Devices for University Business document.