UC San Diego SearchMenu

Voice Mail Privacy

Voice Mail Message Preview

Find out how to take steps to increase privacy when using voice mail.

Note

The information on this page is for users who have not yet been transitioned to Microsoft cloud voicemail.
The default number for the voice mail message center is (858) 534-6245, but some users will need to call (858) 534-8000 to access their voicemail.

Voice mail is considered a form of data for the purposes of electronic discovery (eDiscovery) in regards to California Public Records Act (CPRA) requests. The new voice mail system (unified messaging) has raised awareness of the transmission of sensitive data via voice mail. Although the status of voice mail as data is not new and has not changed from the previous voice mail system, IT Services recommends that you use this change to assess your risk for sending sensitive or private information into the wrong hands.

Expand all

Use a strong voice mail password

Remember, you can help keep the information in your voice mail safer by choosing a strong password. Stay away from common number sequences or things like birthdays or repeating numbers (such as 1111). Pick random sequences of numbers. Make the technology work for you.

Alert callers

If you work in an area that handles personally identifiable information (PII) or personal health information (PHI), remind callers that they should not leave that information on your voice mail.

Example

"You have reached the voice mail of Dr. Bob Smith. Please leave me your name and phone number and I will return your call as soon as possible. As a reminder, do not leave any personal information such as your social security number or medical information. I can gather any necessary information when I return your call. Thank you."

Turn off message preview

Message preview is when a voice mail is transcribed into an email and sent to you. The transcription service does not increase or decrease your eDiscovery or PII/PHI risk. However, if you are having your email forwarded to a personal account or if you have callers that continue to leave personal information despite your best efforts, IT Services recommends that you turn off voice mail transcription to emails to minimize exposure. 

You can also turn off the message preview of messages you leave when calling someone within UC San Diego. 

To turn off the transcription service for your voice mail: 

  1. Go to mail.ucsd.edu and login. 
  2. Click on "Options" pull-down window located in the upper right-hand corner. Select "see all options". 
  3. Next, click on "Phone" located on left side of page. 
  4. The "View Mail Preview" section should be displayed on the page. The default setting is "on". 
  • If you want to turn off voice mail preview for the messages you receive, uncheck "Include preview text with voice messages I receive". 
  • If you want to turn off voice mail preview for the messages you leave with UC San Diego, uncheck, "Include preview text with voice messages I send through Outlook Voice Access". 
Contact the ITS Service Desk, (858) 246-4357 or ext. 6-HELP. for assistance.

Block your caller ID

If you are making a call and you would like your phone number not to be sent to the receiving phone, you will need to contact the ITS Service Desk, (858) 246-4357 or ext. 6-HELP.

Expand all