Security, Process, Request Digital Archive Copies or Access Change

Requesting Access

Complete the Request For Access form found here: https://go.illinois.edu/request-for-access-form

The form is dynamic, and its exact requirements change depending on the nature of the request you select. In general, requests for access to the accounts of staff members, former or current, require individual approval from an executive in their unit and a Human Resources or legal representative.

This form will be evaluated by the approvers specified and the campus Chief Information Officer (or their designee). You may be asked to clarify the scope, nature, or purpose of the request before it is approved.

Request Guidance

• More specific requests are more likely to be approved.
  • Be precise about what materials will satisfy your business justification.
  • Limit the scope of requested emails to keywords and/or specific time ranges.
  • Limit the scope of requested files to specific folders or individual file names.
• Examples of approving unit executives may include a dean, director, department head, C-level executive, or Vice Provost. Please coordinate with the unit before submitting this form, so an approver is aware they will be asked about it.
• For certain requests, a disinterested third party must be provided to sort through business and personal materials. Keeping the scope of materials narrow eases this sorting, usually serving to expedite the request process.
• If a request is only for Box files, the RFA process may not be required. Files may be shared with collaborators in such a way that copies can be downloaded or migrated without intervention.

Additional Information

Policy

Authority for this procedure is derived from the Appropriate Use of Information and Technology: https://cam.illinois.edu/policies/fo-07/

Procedures

Additional information about the situations that arise from a university affiliate passing away can be found here: Security, Policy, Access to deceased relative's account

It may be considered pertinent to have an automatic email reply for an unmonitored mailbox configured. Information about requesting this can be found here: Security, Requesting an Out of Office Message on a Mailbox Not Currently Monitored

Access to materials as a result of the RFA process will be supplied in the form of a Box folder shared with the requestor. Box provides documentation about Understanding Collaborator Permission Levels, and about Moving and Copying Files & Folders, which will be useful for saving a copy. The Security team will retain materials for 90 days, or until receipt is confirmed.