Digital Security & Monitoring

 Password Security

As part of your role at the University of Florida, you’ll have access to various digital systems. It’s crucial to protect this access by never sharing your GatorLink user ID or password.

Cyber threats can come from unexpected sources, including emails or messages that appear to be from legitimate UF departments or other UF entities but are actually attempts to steal your credentials. Treat your login and password information as confidential. Never share them with anyone, including trusted coworkers or supervisors. You are responsible for all actions taken with your user ID and password, so keep them secure.

In today’s digital age, remembering multiple usernames and passwords can be challenging. While it might be tempting to write them down, avoid writing the actual passwords. Instead, use a hint or code that only you understand. For instance, writing your password on a Post-it note and hiding it under your keyboard is not recommended.

 Monitoring in the Workplace: Email, Computer, Voicemail, and Internet

UF leadership is not interested in monitoring employees’ activities in a “Big Brother” manner. However, monitoring systems and tools are in place primarily to maintain a productive and safe work environment. It’s essential to understand that the work you perform and the content you create at UF, such as emails, voicemails, text messages, Microsoft Teams chats, phone logs and documents, are generally not private.

Many of these records are subject to public records laws, meaning the public may have access to them. Additionally, UF may need to comply with subpoenas, warrants, audits, reviews, and internal investigations related to financial fraud, employee misconduct, research misconduct, or other concerns. These requirements mean that various individuals and agencies may access UF documents and data.

As a UF employee, always be mindful of the content and manner of your communications, including emails, internet use and other digital activities. Remember that you are acting on behalf of the university, and your actions and communications are subject to scrutiny and oversight.