The definition of a public record is found in Connecticut General Statute 1-200, “any recorded data or information relating to the conduct of the public’s business prepared, owned, used, received or retained by a public agency whether such data or information be handwritten, typed, tape-recorded, printed, photostated, photographed or recorded by any other method”. Accordingly, it is prudent that University employees consider any e-mails or attachments shared between them and colleagues or outside parties as potentially public information. This warning includes use of your office computer, lap top, home computer (if used for business purposes) and even your Palm Pilot.Some tips for proper e-mail awareness:
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- Do not send or forward any e-mail message that you wouldn’t want disclosed in a court or administrative proceeding. Some courts have ordered the production of employees’ computer hard drives as evidence.
- Never share confidential legal communication from this office to a colleague or friend. Doing so may waive the attorney-client privilege.
- Save only e-mails required for records retention purposes.
- Remember, any message you want kept completely confidential should be transmitted by phone and, of course, never left on anyone’s voice mail system.
How do I know what e-mail records to destroy and what to keep? If your records are litigation-related, please give us a call before you delete or destroy them! If there is the slightest threat of litigation, it may be crucial to preserve records of any data that may or may not be referred to in the State’s Records Retention Policy. It is also important to note that the purposeful destruction of crucial evidence for any litigation matter, either current or anticipated, could later have adverse consequences. Therefore, if you have any questions about the importance of any data, including electronic data, do not hesitate to contact this office for advice.
If you are asked to provide any information or documents in the possession of the University of Connecticut under the Freedom of Information Act, please contact the University’s Department of Public Records for advice before turning over any documents: https://publicrecords.uconn.edu/. These matters are time sensitive and it is imperative that you forward these requests to Public Records as soon as you receive them.
If you are advised that you must provide the documents requested, your department is responsible for copying them. The inherent copying and mailing costs may be charged back to the requestor, pursuant to state law. In addition, if the documentation requested is too voluminous to be mailed or delivered, you may need to arrange for a supervised review of documents by the requestor.
Megan Philippi
Director of Public Records
Phone: 860.486.5337
Email:megan.philippi@uconn.edu
Kayla Postler
Public Records Associate
Phone: 860.486.5369
Email:kayla.postler@uconn.edu
If students are participating in voluntary field trips or other activities off campus, they should sign a STUDENT LIABILITY RELEASE, WAIVER AND DISCHARGE form. If you would like this office to create a liability form for your activity, please email any available information to this office at generalcounsel@uconn.edu.
The Whistle Blower Complaints Section 4-61dd of the Connecticut General Statutes, also known as the Whistle Blower Act, was created to encourage those with information about any suspected misuse or misappropriation of State assets to feel confident that any information they offer will be kept confidential and that they may remain anonymous if they choose. If you wish to report any alleged misuse, you may file a complaint with the State Auditors by calling (860) 566-1435. Additionally, you may report any alleged misuse of State specific to the University of Connecticut to either the Director of the University’s Office of Internal Auditing at 486-4526, or to the main Office of the Attorney General at (860) 808-5355.
The University Library has an Archivist who must be contacted prior to the disposal of all University documents. Her name is Betsy Pittman and she will respond to any questions you may have regarding records retention matters. Please contact Ms. Pittman at (860) 486-4507 or, e-mail her at betsy.pittman@uconn.edu. Ms. Pittman can provide information packages, one-on-one or group training sessions, and storage space for scheduled records. In addition, there are many documents that should, for logical reasons, be retained for the purpose of any potential litigation/defense. Therefore, if the documents you intend to destroy involve current or threatened litigation, please contact this office for further advice.
- University seal and signatures Homepage: University Logos and Usage Note: Please remember to read the University Graphics Standards Manual for instruction on the proper usage of University images.
- To use UConn logos and University indicia, such as the Husky Dog, please contact Tim Tolokan at: (860) 486-9097.
- For further information about the Health Center seal and signature artwork, please contact the Office of Communications at (860) 679-1769.