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Authorized Access to Electronic Information Procedure

Version 2.0

Purpose

The purpose of this procedure is to instruct you on how to gain access to Electronic Information stored on University IT Resources of which you may not be authorized to access in standard business operations.

Scope

This IT document, and all policies referenced herein, shall apply to all members of the University community including faculty, students, administrative officials, staff, alumni, authorized guests, delegates, and independent contractors (the “User(s)” or “you”) who use, access, or otherwise employ, locally or remotely, the University’s IT Resources, whether individually controlled, shared, stand-alone, or networked.

Procedure Statement

  • Users accessing Electronic Information must follow the requirements per the Authorized Access of Electronic Information policy.
  • Requests and subsequent approval must be submitted to the Chief Information Security Officer (CISO), Chief Information Officer (CIO), or the President. See the Authorized Access of Electronic Information policy for details.
  • Access request authorizations should be provided and documented in EasyVista.
    • Use the Delegate Access Request for Electronic Information form
      • Enter the my.fordham.edu portal
      • Select the Tech Help tab
      • Select Submit a Request
      • Type (do not cut and paste) in your category "Delegate Access Request for Electronic Information."
      • Click on More to submit the request
    • The appropriate technical administrator exports or provides access to the requested information.
    • The appropriate technical administrator records their activities and closes the ticket on EasyVista.
  • No Fordham Sensitive or Fordham Protected data should be stored in EasyVista. Requests must be modified to ensure confidentiality.

Definitions

Electronic Information refers to documents and communications, including email, voice mail, and text messages, and their associated metadata, located in files and accounts related to a particular user.

IT Resources include computing, networking, communications, application, and telecommunications systems, infrastructure, hardware, software, data, databases, personnel, procedures, physical facilities, cloud-based vendors, Software as a Service (SaaS) vendors, and any related materials and services.

Related Policies and Procedures

Revision

Version: Date: Description:
1.0 03/25/2019 Initial document
2.0 08/19/2020 Updated procedure statement

Implementation Information

Review Frequency: Annual
Responsible Person: Director, IT Security
Approved By: CISO
Approval Date: March 25, 2019