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Systems Support Users
Group Minutes |
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Systems Support Users
Group Minutes |
Employee Turnover Notification
Problems related to employee turnover were discussed: security, ease of accessing files needed by department (not allowed to turn over the files to the supervisor), potential deletion of home/personal files, and the length of time files should be kept. The ideal is to have Systems Support notified in advance of the employee departing, so these issues may be addressed. Employees who retire are allowed access indefinitely; employees who leave for other reasons are allowed access for one year. A process is needed for easing turnover of files. A list from AIS will be obtained showing all employees being served by Systems Support; then a routine check of employees may be initiated.
Shared Resource Custodians
A procedure also needs to be put into place to maintain shared files and folders. Primary and secondary custodians of these files need to be identified, and an audit list needs to be prepared to show who has access authority. Departments can review the list periodically to maintain necessary files and to ensure security in accessing. Systems Support will be contacting all areas it services about this.
It isn’t the responsibility of Systems Support to back up web sites hosted on the main campus web server. Mark Troester’s area needs to be contacted regarding this issue. Systems Support does backup, however, all web sites on the servers we maintain.
Implied Resources for Student Workers/Extra Help/FTEs
FTEs automatically receive routine and scheduled updates and services from Systems Support, but students and extra help don’t, i.e., they will not be assigned a logon matching their ULID. Systems Support assumes there are no needs related to students and extra help until the department notifies Systems Support. Procedures need to be in place so that students and extra help may have access during their work hours, but not outside their work hours, i.e., we do not intend to provide them access from the residence halls or off-campus areas. Since there are no standard work hours for these part-time employees, limiting access by individual worker would be extremely difficult.
When Active Directory is installed in 6-12 months, it could potentially facilitate individualizing the process for students and extra help. This program will have high level IDs used for access.
Installation of Windows 2000—Progress/Status Report
Installations have been completed for Student Accounts and Institutional Research and have been continuing in other areas during January. Beginning February 4, the first floor of Hovey will be installed, with the third floor following.
Entrust
Entrust, managed by Central Management Services in Springfield, will provide digital certification for all Illinois citizens. In the near future, Illinois State will serve as a pilot for the program. The biggest advantage of Entrust is that it provides more secure Internet transactions and e-mail. Other advantages will be that 1) no one can open e-mail except addressees (not Systems Support, LAN Coordinators, et al.); 2) it will be possible to encrypt and sign documents, making them legally binding; and 3) on-line voting and other state services will be offered. Encrypted and signed messages will be an option and will be based on personal information (SSN, etc.) and will primarily have intra-campus usage (i.e., off-campus users may not have the ability to decipher the encryption). This is a sophisticated technology that will involve a “learning curve” for users. Many questions remain about Entrust and what the ramifications on existing programs and procedures will be. For more information and to follow the dialogue about Entrust, visit the State of Illinois web page about it.
Tech Time
Firewalls. The issue of firewalls (through DSL of home computers) is not within the purview of the Users Group. ECAT is the campus entity that will be dealing with this topic, but its resolution will take a long time. There is a massive education process connected to this process. Turetzky serves on ECAT and will serve as a liaison between ECAT and the Users Group as appropriate.
Web Outages. As the plan for rebuilding servers is designed, Systems Support will be sensitive to timing the work, which will be generally on weekends. Advance education is recommended so users will know what changes to expect, including a short article in the Systems Support newsletter, with a link to more in-depth details. Users also need to know they can refer to the Users Group for details of changes.
Future Users Group Discussion Topics
1) How do users know when back up is occurring?
2) To shut down daily or to not shut down daily; that is the question.
3) Where are files stored when the conversion to 2001 is made (especially for Mac users)?
Meeting brief prepared by
Cheryl Young and Kathy Beal
1-29-02