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Planning and Policy Committee for Information Technology
December 8, 2005
Minutes
ATTENDING: Garry Bozylinsky, Reinhold Bubser, Jerry Caswell, Mike Hoy, Andrew Krumm, Barb Mardis, Siobahn Morgan, Leigh Zeitz
Review of today’s agenda.
Email Update
Garry Bozylinsky stated that there have some short-term fixes put in to place to help alleviate the problems the campus community is experiencing with the current email system. Additional storage space will be added.
For the long-range fix ITS move away from PDMF to the Oracle Collaboration Suite. Garry said the original purchase price for this product was $1.2 million reduced to $490,000 for education. ITS was able to purchase this for $88,000. He expects the Calendar and mail portion of Collaboration Suite to be installed in the next 12-18 months. Thunderbird and Outlook can still be used. Outlook calendar Users will be able to import the Oracle calendar. The new web email client will have many new capabilities, including folders. Web conferencing and instant messaging are other features that could be useful in the future as well.
Proposed Revision to Web Policy
The proposed addition was suggested by Dewayne Purdy (Marketing & Public Relations):
· Institutional offices are responsible for maintaining accurate and timely information on their site. They will also adhere to a set of guidelines maintained by a committee on web guidelines established by the Associate VP for ITS. These guidelines will initially require that all site index pages contain:
A link back to the UNI Home Page as specified by OPR.
The name, email address and a mailto link of the maintainer of the site (which must resolve to an administrative or academic staff or faculty member).
The date of last revision.
Leigh Zeitz questioned A.ii of this policy regarding copyright ownership. Garry indicated that this item refers to instructional web pages and therefore it is okay the way it is written.
Membership voted approval of the proposed revision to the Web Policy.
Electronics Communications Policy
The fundamental statement of this new policy, authored by Dewayne Purdy, is that any electronic communication from UNI to any group will comply with best practices and follow state and federal guidelines.
After review of the printed policy Jerry Caswell suggested a more detailed definition of E-communication which the committee agreed should be done before approving. Garry also suggested changing the Recommended Best Practices section so that it is not embedded in the policy. He will address these two suggestions and send them out to this committee.
Network Policy and Baseline Standards
This policy is short, and to the point. It implements existing practice. The policy was approved. It was indicated that “Baseline Standards” are what stalled this policy in the past. These are now mentioned in a separate document, Campus Network Baseline Standard, Windows 2000 & XP.
Under the Baseline Standards document, Leigh Zeitz questioned who is responsible to upgrade to minimal requirements? Garry answered that the owner of the machine is responsible. Also stated was that ’98 machines are a security issue – that the COE about 20% still use ’98 machines.
There will be more baseline standards applicable to other operating systems developed later – as guidelines, though, not policy. There will be more generic guidelines written for all systems.
Leigh also questioned the section dealing with Remote Desktop Access. This is encouraged while at the same time it presents a security risk as in use versus installation/updating. Garry will clarify this section.
Network Citizenship Guidelines and Procedures
As this is a guideline it does not require Cabinet approval. Most items included are common sense. Garry indicated that he will change the format of this document to bullets – not section titles. Also included in this document is notification of upcoming scans because sometimes scans can mess something up. There were no voiced objections to this document as written, including the proposed format changes.
Information Security Policy
Siobahn Morgan suggested that Data Custodian be defined. Leigh Zeitz asked whether or not the backup is stored outside of the University. Garry answered that yes, they are. These are kept in a bank vault – Garry said that he will clarify this.
Barb Mardis said that business students working on individual Income Tax Returns may prove to be a problem regarding private information of individuals but if locked then it may be okay. Utilizing floppies or memory sticks will help secure this information as well.
Information Security Roles and Responsibilities
Garry will edit this document so that it applies to all users – Apple, Win98, etc. PPCIT membership approved this document but Garry invites any comments before final approval.
Note: Policies require Cabinet approval and are first reviewed by Tim McKenna & Mike Mixsell. Guidelines are maintained by ITS through PPCIT
Meeting adjourned at 3:00 p.m.
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