Joe Adamo (Computing and IT Center), Troy Bacon (AVP Finance and Business Affairs and Controller), Philip Baczewski (DCSMT Chair, Director of Academic Computing, Computing and IT Center), Craig Berry (School of Visual Arts), Ginger Boone (University Union), Sandy Burke (Computing and IT Center), Jim Byford for Bruce Pollock (ABN LAN Mgmt), Tim Christian (College of Arts and Sciences), Chu Chuah (College of Public Administration and Community Service), Mike Hatch (College of Business Administration), Paul Hons (College of Education), Krysta Kaye for Scott Jackson (Libraries), Brenda Kirk (Computing and IT Center), Gary Mathews (School of Library and Information Science), Uwe Rossbach (College of Engineering), Chris Strauss (Computing and IT Center)
T. J. Adamowicz (Police & Traffic), Tom Delozier (HSC IT), Daren Dugan (Computing and IT Center), Paul Dworak (Compliance), Jason Gutierrez (CITC Network Computing Services), Elizabeth Hinkle-Turner(CITC Student Computing), Matt Kernan (Business Services), Michael Lynn (College Public Admin & Comm. Services), Claudia Lynch (CITC Academic Computing), Don McClure (CITC Remedy), Tom McElwee (Computing and IT Center), Jason Myre (CITC Network Computing Services), Bahram Paiani (Computing and IT Center), Garrett Rumohr (Libraries), Jackie Stanczk (Col. Public Admin & Comm. Svc.), Mike Wright (Computing and IT Center), Yancey Yeargan (CITC Network Computing Services)
APPROVAL OF MINUTES
Minutes from October 7, 2005, were approved.
Email and Electronic Records Retention: IT Requirements (Paul Dworak, Office of Compliance)
Paul Dworak reported on changes that have occurred in state law over the past couple of years in regard to requirements for Information Technology in the area of email and electronic records retention. While details still have to be worked out, this will affect the way IT handles backups, archives, and paper records.
One big point is it is incorrect to keep records beyond their retention period, and they need to be disposed of effectively. It was suggested that the best means of storing information long term (police records and student records) is the use of microfilm. The bulk of information exchanged currently is categorized as Transitory Information and as soon as the purpose has been served, it should be deleted. Information was given on the attempt to discover the owner of the correspondence, which can be a tricky thing depending on the use of the correspondence. It was also pointed out that the IT departments provide a service to management and employees, who are responsible for determining the records management implementation.
Implementation steps include the development of operating procedures that are approved by the Associate VP for Computing and CIO, the VP for Finance and Business Affairs, and the Records Manager. In some cases the President will need to also show approval, but not always.
This is a work in progress and as more events are defined, training will be provided to help the campus comply.
Yancey Yeargan asked for confirmation to the rumor the ID Card Office has established a January 1, 2006, to drop support of the old ID Cards that still have the SSN imprinted on them. Philip said that, to his knowledge, this has not been officially adopted, but has been discussed. An unofficial tally showed there may be fewer than 2,000 of the old cards still in use.
Chris Strauss distributed to the network managers in attendance today a list of budget account numbers Remedy currently shows to be associated with a specific network manager for support purposes. He asked it be checked for accuracy, as several departments recently have changed where their support is being given.
Tim Christian asked when GroupWise IM client would be made available to include the student container. Jason Gutierrez stated there is a problem with the data integration and Student Storage accounts, and it's integration with the GW Instant Messenger program. It will be looked into and a solution found that would avoid having to manually change any problem student account.
No New Business was discussed.
Mike Wright wanted network managers to be aware that the merger of Macromedia and Adobe will probably result in higher prices when we renew our contract this next summer.
The meeting was adjourned at 11:15 a.m. The next meeting is scheduled for November 18, 2005.
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