Council on Libraries, Information Systems and Computing (LISC)
Monday, February 5, 2007 – Meeting Agenda
1. Call to order
2. Approval of minutes
3. Old Business
A. Email as an official means of communication revisited
1. Discussion of bill language
2. Secure a date to vote on bill
4. New Business
A. Guest speaker – Kevin Tyle
1. How does one go about obtaining access to files in their home directory
and/or e-mail account when an employee leaves the University?
2. See supplementary information below.
5. Reports
A. Chair’s report (Dan White)
1. Senate Executive meeting with Wayne Locust about Enrollment Management
2. Selective investment
3. Up-coming votes
B. CETL report (Steven Doellefeld representing Director of CETL)
C. CIO Report (Christine Haile)
D. Dean and Director of Libraries Report (Frank D’Andraia)
6. Committee Reports
A. Information technology usage and policy committee (ITUPC)
B. Library acquisitions
7. Adjournment
Supplementary information.
1.
Helen Strother brought up the procedures for accessing/backing
up/removing data in directories belonging to personnel who have left the University:
a.
A situation occurred where a University employee left a department (or
University); how does one go about obtaining access to files in their home directory
and/or e-mail account. This came up about regarding calendar entries; the user had their
doctor appointments on their calendar but could potentially have other HIPAA
information on their machine.
b.
How long do we hold the data and what responsibilities do we have on
access. Currently we do not have a policy on data retention nor data access.
c.
Kevin Tyle said that when his secretary left the department; he worked
with her to establish a public folder with all departmental mail and all of her personal
items were expunged when she left. Dave Tieman then brought up the idea of lab
equipment and intellectual property and who owns that when the researcher leaves. Jeff
Guntert said that at GE, whatever was done in research belongs to the company.
However, any books/publications would belong to the researcher.
d.
Currently ITS terminates accounts for employees when notified from HR
that the employee has been terminated. Fred Jeziorkowski said that we need definitions
on recent legislation. Tom said that he was going to bring up this topic at his next LIST
meeting. Kevin said that education and the need to impress on the users is key
(departmental files in 1 location, personal files in another). Helen said that with a larger
user group, she didn’t always know who was coming and going and some people used
shared spaces better than others. Helen mentioned that she would like it in writing that
the supervisor has access to the files when the employee leaves. Tom Neiss said the he
believes that Marty is working on a data ownership policy.
e.
Felix commented on the topic of data retention. He mentioned that there
are no standards for data retention in academia. Currently, for the Windows/Exchange
servers, we keep data for 90 days. For the UNIX servers, it is 42 days. In July, we take
snapshots of the servers and keep them for 3 years. However, we have no policy on who
owns, has access to or can ask for the data. An older policy is the Responsible Use of
Information Technology which states that administrators must protect privacy.
f.
Tom Hoey asked if we were responsible for data from systems that were
phased out. Don Gallerie also commented that this idea would include voice mail as
some departments have the secretary’s voice mail to be used as a common area.