Present: Jan Fox, Arnold Miller, Allen Taylor, Mike McCarthy, Donna Spindel, Gary Anderson, David Johnson, Layton Cottrill, Monica Brooks, Frances Hensley, Mike Castellani
Guest: Celene Seymour
Review of Minutes: Approved
Fox: One of the things going on in the state is the new state portal. The address is www.wv.gov This portal is how state government wants to talk to citizens, clients, employees, etc. I serve as the higher education representative on the State ITC.
There is a statewide wireless policy and guidelines are being reviewed.
They are also dealing with a linking policy for commercial service, making sure that people do not make any money in a commercial nature from having click-throughs or banners on the state web page that are not directly related to state business. The policy is not out for final, but it deals with commercial nature and guidelines for linking websites and disclaimers that the state is requiring to be on web pages. I will share the final with you once it is approved.
The State Conference will be held August 2-4 in Charleston at the Civic Center and the Clay Center. I have sent you a link to present presentations. There is still time to get proposals in.
The other major issue is the state network contracts for big networks end June 30, 2005. A full fifteen months are needed for preparation for a contract. We don't have that much time now. Purchasing requires that a contract be bid; we are not going to meet that deadline. We will lose hundreds of thousands of dollars in E-rates alone.
The state long distance contract was not bid properly either.
Taylor: Vista Version 3 is supposed to be delivered to us today.
McCarthy: We are still working with the HIPPA stuff. I have met with Bev Miller from Communications Disorders and will sharing with her anything we draft as Policy to see if she can make use of any of it.
MASS VOICE MAIL POLICY - SECOND READING
Miller: There are 5 different things we would use broadcast mass email for.
1. Major outage, repair or upgrade of computing systems or network (voice/data/video).
2. Major outage, repair or upgrade of major University support systems (e.g., utilities, buildings, infrastructure, or administrative support services).
3. University delays or closings
4. Emergency situations that relate to the health, safety and welfare of the campus community or surrounding areas.
5. Other information determined important by the President, Vice Presidents, or University Communications.
Any other general announcements will go out to those people on the voice mail list that have opted to be a part of that list.
Voted and Approved.
OUTLINE OF EMAIL RETENTION POLICY - FIRST READING
Miller: We have broken this out into 3 separate items:
1. The identity created between the individual and Marshall.
We propose that identity never go away. It doesn’t have to be connected to anything if it is inactive, but the identity will be reserved in the event the person comes back to Marshall. There is no overhead involved with keeping the identity.
2. Authentication account and access privilege assignment to resources.
This is where we connect identity to access to network resources. The issue is when do we revoke any web presence? We currently have a Banner policy linked to HR for revoking privileges when someone leaves or changes roles.
3. What you leave behind as result of using university resources.
This is a real problem. What do we do with content once we revoke privileges at a certain level? The content can be personal, departmental, institutional, etc. The problem with this is we don't have document retention policy at the institution for what we keep and how long we keep it. Sarbanes/Oxley case law has changed retention regulations in the business sector. Businesses are now required to maintain emails for 5-7 years. Marshall falls under the heading of financial institution in areas where we deal with financial information. We anticipate that it will be just a matter of time before non-profit institutions and higher education would be included under the purview of this law. Per Layton - current unwritten policy, as long as we publish how long we will maintain records we are covered. However, electronic resources fall under a different category and there is no policy in place.
Miller: We need a policy for document retention. Per Monica: The library purges patron records after one year of inactivity.
Layton: There is a state law that provides for a document retention policy; however they have never promulgated any rules.
Fox: State government is purging email addresses after 3 months on the state email system.
Miller: At the bottom of the document there are references to related documents on document retention. We need to make sure the E-mail Policy, the Information Security Policy, and the Use and Abuse Policy are in sync with this policy. The thing we don't have is a business record keeping policy about how we should be directing people to get some of the stuff they have in email into some other form. Documents need to be sorted into 4 general groups: (1)Administrative – policy, procedure, standards, minutes; (2) Fiscal; (2) General – information that is usually kept for 4-5 years; and (3) Ephemeral – chit chat and background noise which may be purged more quickly. Someone has to make the determination and make definitions of what those are.
Fox: We will hopefully have a draft of this in the fall. Please direct comments and suggestions to Arnold.
UCS 2004-2005 RATE SCHEDULE - ANNUAL REVIEW
Fox: We are required by MURC to review our rate schedule every year. This is the rate schedule used by not only by the entire campus, but also by MURC for grant purposes.
Miller: There are very few changes from last year other than upping of the v-drive space on the network from 100 to 200 mg.
We raised the rate for programming analysis and database programming. It is still half the commercial rates charged out in the community.
Hensley: The printing fee has become an issue with the deans in terms of charge backs. Whose responsibility is it to print lists?
Miller: The history of this goes as far back as the late 1980s. Printing costs had gotten so high that I had to ask Finance for relief. We had had no budget relief. In 1992-93, we were given the authority to chargeback, however, finance made an adjustment to everyone's budget to cover the chargeback. The departments used the additional budget money to purchase printers. For the last three years we have been trying to track printing, but we didn't charge because we weren’t doing much print. The amount of print has been increasing and this year we began tracking it again. Print had gone up to the point that we had to send bills out this year.
Cottrill: We need to make sure we are charging enough to cover our true costs when dealing with grants and federal contracts.
We can't charge federal grants if we don't incur the same charge ourselves.
Per Allen: We are currently reevaluating costs of the “no charge items”
Voted and Approved
LIBQUAL NATIONAL SURVEY
Fox: The type of information obtained in this survey will be important as we go into the North Central survey of library users.
Seymour: This is a national study that looked at over 300 libraries in the United States. We received responses from about 800 faculty, undergraduate and graduate students.
We measured a few general satisfaction questions. We were right at national norm, and in some areas above the national norm.
It also assessed satisfaction of access to information, effective service, library as a place and personal control.
It also measured the gap between the expectations of current services to desired services. When we looked at greatest priorities they told us that it was personal control and access to information were about equal.
Users want to be able to access information from their homes and offices. They want a web page that enables them to navigate without having to call in for instructions.
Our greatest strength was personal control. Users wanted equipment and found great strength in the comfortable, inviting location and courteous employees.
Drinko - greatest satisfaction with facility and equipment.
The greatest dissatisfaction was access to information in print or electronic journal collection. Faculty score for their perception of the collection was lower than their minimum expectation. This is the national norm.
We are now talking about targeting, looking at what do we need to be spending resource money on, how can we share resources with other institutions. We are taking advantage of all technologies.
These are marketing problems. There is a feeling that the faculty is not aware of electronic resources.
Castellani: We have problems with receiving electronic materials in a timely manner. We need to convey information to faculty. We need a way of having emails come to us and in two or three lines let me know that this is something that would interest me. We need a method for web archiving for emails that are informational.
Fox: We have already made internal changes as a result of this survey for fixing links for the database. We hope to an instrument for all of IT and not just Libraries.
SUPPORTED PRODUCTS LIST - ANNUAL REVIEW
Taylor: This document is updated each year by Customer Support in Computing Services. What they try to do is balance the staff they have and the ability to support products that are in demand with products that are out there.
This year they have tried to reduce the size of this.
We deal with two different entities: faculty/staff with university owned machines and student owned machines. In both cases “support terminated” does not mean that they won’t attempt to answer questions, it’s just that we don’t use university money to train and keep staff up to date on older products.
We run into problems, specifically browser problems, and Customer Support has said they want to extend beyond the original support terminated date of this July 2004 to 2005 for Windows 2000 Professional. Most of the older machines can run Windows XP Professional as well as 2000 Professional.
IT Strat is looking at client security and personal firewalls. We feel that it will be important to push everyone to Windows XP.
Sarah was able to meet the four year replacement plan for faculty this year.
MAC OS is different. 3% of the total campus computers are mostly in the School of Journalism and Fine Arts.
We are at a point at which we have to say we aren't going to support old hardware. We are on a 4-5 year replacement plan and will drop support at the 6th year.
Internet Explorer won the browser wars. There is a problem in that Microsoft has dropped development of Internet Explorer for Mac OS; because Apple began development of a browser called Safari; right now Safari will not work with all parts of Vista. We have submitted to various vendors, a request for prioritization of development of support of Saffari.
We have dropped support of Netscape.
Real Player space is a real problem. Various versions have included versions of spyware. Real was a company that provided streaming media to the desktop. Spyware was a real problem.
They have come out with Real Player 10. The current version has eliminated some of the problems. We need feed back from this group for when we should drop support of a given version.
We have been able to license Acrobat on campus through a metered session with the Client Workstation Software Fee funding and the full Acrobat 6 has some really nice features including write, edit, and read of documents.
We are finally and officially off Word Perfect. We will stop supporting it this July.
Fox: Customer Service is working on a Orientation CD and they have done a beautiful job. The Library is working on a series of videos for self-service of library resources.