Members
Joe Adamo (Computing and IT Center), Troy Bacon (AVP Finance and Business Affairs and Controller), Craig Berry (School of Visual Arts), Ginger Boone (University Union), Allen Bradley (Computing and IT Center), Sandy Burke (Computing and IT Center), Tim Christian (College of Arts and Sciences), Chu Chuah (School of Community Service), Wil Clark (UNT System Center @ Dallas), Jim Curry (Microcomputer Maintenance/Classroom Support Services), Cyndie Harris (UNT Facilities), Mike Hatch (College of Business Administration), Pamiela Hight (UNT Libraries), Elizabeth Hinkle-Turner (Student Computing Committee, Computing and IT Center),  Paul Hons (College of Education), Abraham John (VP Student Development), Scott Joyce (Universities Center at Dallas), Kirk Kelly (Housing), Brenda Kirk (Computing and IT Center), Maurice Leatherbury (Chair, Executive Director of Information Technology and Academic Computing), Mike Maner (Computing and IT Center), Gary Mathews (School of Library and Information Science), Dallas Newell (Registrar's Office), Bruce Pollock (ABN LAN Mgmt), Chris Strauss (Computing and IT Center), Brad Varcoe (Police Department), Mike Wright (Computing and IT Center), Roy Zumwalt (Texas Academy of Math and Science)

Members Present
Joe Adamo (Computing and IT Center), Craig Berry (School of Visual Arts), Ginger Boone (University Union), Allen Bradley (Computing and IT Center), Sandy Burke (Computing and IT Center),  Tim Christian (College of Arts and Sciences), Chu Chuah (School of Community Service), Wil Clark (UNT System Center @ Dallas), Jim Curry (Microcomputer Maintenance/Classroom Support Services), Mike Hatch (College of Business Administration), Pamiela Hight (UNT Libraries), Elizabeth Hinkle-Turner (Student Computing Committee, Computing and IT Center), Paul Hons (College of Education),  Kirk Kelly (Housing),  Brenda Kirk (Computing and IT Center), Maurice Leatherbury (Chair, Executive Director of Information Technology and Academic Computing), Bruce Pollock (ABN LAN Mgmt), Chris Strauss (Computing and IT Center), Brad Varcoe (Police Department), Mike Wright (Computing and IT Center)

Guests
Philip Baczewski (Computing and IT Center), Jim Byford (ABN Support), Paul Dworak (UNT System Compliance Officer), Jason Gutierrez (Computing and IT Center), Attila Hakimoglu (Computing and IT Center), Robert Jones (Computing and IT Center), Scott Krejci (GALMAC), Jason Myre (Computing and IT Center), Charlotte Russell (Computing and IT Center), Richard Sanzone (Computing and IT Center), Dennis Scroggins (Computing and IT Center), Mitch Smith (Computing and IT Center), Scott Windham (Computing and IT Center), David Wright (College of Education), Yancey Yeargan (College of Engineering)

Approval of Minutes
Minutes from November 7, 2003  were approved with changes.

Patch Management Subcommittee Report
No report.

New Computer Support Personnel Orientation Subcommittee 
No report.

Disability Accommodations for Faculty and Staff
Paul Hons reported on a new issue regarding provision of hardware and software training for new hires who have disabilities.  Paul reported that because COE was unable to provide training assistance for a new hire, assistance was provided by the ACS adaptive lab.  Paul asked if a training support mechanism should be implemented to address any future requests.  Paul Dworak recommended that he contact Nelda Evarts (Human Resources) who will determine what accommodations are reasonable and will also ensure that training and a signed contract are implemented.  

Maurice will ask Nelda if these procedures can be publicized to ensure that departments are made aware of the availability of the service.

Records Retention Briefing
Paul Dworak, UNT System Compliance Officer, briefed DCSMT on new records retention policies and procedures.  The records retention law was designed to assist with space needs, specifically for efficient removal of resources in order to minimize storage requirements.  The law requires that we regulate what is stored and how it is stored.  Every agency must have its own retention schedule and must also report the titles of new records which should be added to the retention schedule [to the State Library and Archives Commission]. 

A survey was conducted by the State of Texas and it was determined that agencies were deficient.  "We expect an audit so we’re trying to meet the minimum requirements of the state law.  We are collaborating with the Health Science Center to use their expertise and our ability to train."  UNT is expected to develop a five year retention plan.

As a state agency, UNT has to determine if electronic copy or printed copy will become the officially retained record.  Standards must be put in place in order to provide an efficient means of meeting the requirements of the law.  

Once a year, a department will be required to determine what has been removed from storage and will have to document how and what was removed.  In order to meet these requirements, users must know how to set up a filing system in order to determine when something should be removed (files should be created so that documents can be checked in and out).  The following must also be considered:

•  what should be kept

• what customers will want from your files 

• the sorting order (alphabetical by file name and date)

E-mail and electronic documents have 1, 2 or 3 year retention periods.  Bulk mail has a 0 year retention period.  The person who creates an e-mail document is responsible for removing it.  The 3 year retention rule is for executive management.  The 1 year rule is for routine planning and management.  

Electronic documents should be stored on a file server or workstation.  The state recommends that there be a document management system which acts as both a policy and a software application that will manage documents. Dr. Dworak has been trying to work out systems that require little additional funding.  Jason’s buttons are the inexpensive way to meet the minimum requirements.  (In cases where file servers are no longer available, departments should  follow regular state degaussing requirements.) Dr. Dworak is asking DCSMT areas to provide file system storage so that files can be backed up.  Network managers would only be responsible for restoring the system.  The standards and policy planning group will work to develop policies and procedures. Dr. Dworak's office will create standards and recommendations for training and will also administer training.

Network Monitoring Tools Briefing
Joe Adamo reported that the network monitoring project is making good progress.  DCSMT areas received copies of the requirements that were developed after meetings were held with distributed areas.    The requirements document gives a skeletal outline of the network monitoring system.  The network monitoring team dissected the systems that are currently in use on campus.  During the departmental interview process, the team discovered that different areas were using unique tools while some areas were not using any type of tool. The team researched features that could be extracted and reported to a higher system as an alarm.   On yesterday, they developed an overall architectural view that should line up well with the requirements document.  The intent is not to replace current systems but to try to allow a system that exists today to report to a higher level system that could be viewed by anyone with rights and privileges. They are currently evaluating CA UNICenter and CiscoWorks (tools that were authorized for purchase by Bill Buntain several years ago) and are also trying to determine if these tools can be fit into the network architectural infrastructure.

Old Business
Tim Christian asked about a previous discussion of windows licensing and also asked if a consensus was reached on how to determine if a machine actually has a windows license.  In the previous discussion, an option of placing stickers on the backs of the CPUs (proof that the machine has an OEM license) was discussed.  The overall practice of DCSMT areas is to place the hologram sticker on the back of the machine.  The license should remain with the machine as long as it is in use.  

Tim also asked about the on-line address book. Allen Bradley reported that software is in place but there's lack good data for preferred addresses. Travis Brown sent a message to all addresses notifying users that they could set up a preferred address.  There is also a question of who will clean up the data. Allen will send a status update to DCSMT on Monday and will include recommended actions in the message.

New Business
None.

Status Reports
Jason Myre reported that there has been improvement on the number of spam hits.  There have been fewer untagged spam.  The spam threshold has been increased to level 6 and we’re increasing the weight.  Bahram has spent a lot of time trying to improve it.

Jason also reported that the migration to GroupWise 6.5 migration has begun.  DCSMT areas will be contacted.  The migration will proceed in a similar manner as the migration from 5.5 to 6. 

Jason Gutierrez reported that there were issues with the GroupWise certificate earlier in the week.  GWIA went down a couple of times.   There was an error in a file that was noticed after about an hour of instability.  Correcting the error repaired the problem with the certificate. 

Allen Bradley reported for Travis Brown.  LDAP is alive.  We’ve made extraordinary steps forward.

Tim Christian asked if there was a new feature in Outlook 6.5.  Mike Wright reported that Intellisync will take advantage of new features in Outlook and in GroupWise 6.5.

Jim Curry reported that the green tower orders have been shipped with the exception of approximately thirty.  Jim also reported that the Biostar is looking very good and is available for comments.  Jim would like to make a purchase decision in mid-December. 

Paul Hons reported on problems with a machine running Inaquick. 

Tim Christian reported that a SUS server was deployed.

Maurice Leatherbury reported that twenty-four institutions have signed up to pay for management costs of the State Optical Network..  There is a meeting on December 2 in Austin in which the institutions will discuss development of by-laws. UT Austin has been the leading institution on an RFP for dark fiber.  CR Chevli will be a member of an evaluation committee for the RFP and also as a representative on the technical committee for the administration of the network after it is established.  Officers will be elected for the statewide organization by January or so. 

The meeting adjourned at 11:50 a.m.