Voicemail Policy
Revised: December 11, 2014
Purpose: The voicemail policy outlines the conditions for the deletion of unused mailboxes, and expectations for the security of voicemail messages.
Deletion of Mailboxes
- Mailboxes are deleted to recover licenses and free up server resources.
- Mailboxes that have been assigned to a phone number, but have never been initialized will be deleted after a 12 month period.
- Initializing a mailbox is defined as logging into the mailbox (dial 4800), changing the default mailbox password, and selecting your voicemail greeting option.
- Mailboxes that have not been used in 18 months will be deleted.
- Users will be notified by email when a mailbox is pending deletion whenever possible.
Security
- Users are expected to select a voicemail password that is not easily guessed.
- Do not use important dates, such as your birthday.
- Sequences and repetitive digits are not permitted. (ie. 123456, 111111)
- Passwords must be at least 6 digits long.
- Faculty mailboxes are reinitialized when the user changes (new to the position/resigns/retires).
- All previous messages, settings, and greetings will be reset.
- The mailbox becomes uninitialized at this point until the new user initializes the mailbox.
- Staff mailboxes are typically not reinitialized when the user changes (new to the position/resigns/retires), this is to ensure continuity in the workplace.
- The new user will be expected to change the password and update the greeting if required.