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Technology Services Advisory Committee March 19, 2009 Meeting Minutes Team Meeting Record for: TSAC Date: March 19, 2009 Members Present: Helen Aberle Mark Lee Jennifer Mills David Beaupré Mark Lindenmeyer Barry Rice Skip Casey Amy Maher Elana Rock Amy Filardo Sarah Mansfield Terra Schehr Louise Finn (chair) John McGinty Rita Steiner Steven Fox Debbie Miller Paul Smith Sal Lenzo Members Absent: Joan Flynn Bruce Rice Rich Sigler Suzanne Keilson Rick Satterlee Jiyuan Tao Steven Kramer Josephine Muñoz Ian Webster Jonathan Gomez Tom Podles Anne Young Michael Mansfield Also Present: Tracy McMahon Tom Morthole Jason Youngers Decisions/Action Plans: 1. The Meeting Minutes were approved from February 19, 2009. 2. E-mail Retention & Exchange Discussion –Discussion follow-up – Louise Outlook – Things You’ll Need to Do for the Outlook/Exchange Migration (yellow handout) Project web site for Outlook: http://www.loyola.edu/outlook Training review: http://www.loyola.edu/tsc/training/classes/outlooktraining.html Rollout and migration will be communicated through: Newshound, Division meetings, and Staff Council o As TS moves closer to migration date – we will be using the same point of contact list from AD/Office 2007 projects. The list of departments and their point of contact is on the Outlook/Exchange website. o TS in process of migrating as test group o Whole department migrations are encouraged due to the complexity of troubleshooting mail delivery problems across mail systems. o Create Outlook/Exchange FAQ’s – see http://www.loyola.edu/tsc/outlook/outlookfaq.html E-mail Management – 2nd handout, see Blackboard, TSAC, Documents, TSAC 2008-2009, Meeting Documents, March ’09 1 Review, step-by-step of handout o E-mail management of record – definition of what is a record and the burden on the organization to maintain adequate e-mail records o Is the process of managing email messages as official records of business being transacted by and for the institution and as such, must be protected. Failure to do so will invite censure from the judiciary and regulators, as well as potentially enormous search costs for legal, regulatory, or other discovery processes. o Timeline of 60 days to move e-mails to archive storage system M+. To manage stored e- mails within our system as part of institutional archive We will continue the discussion at next meeting 3. E-mail Policy Discussion – Louise/Paul/Jason Possible rename to “Messaging Policy” to be more inclusive of: broadcast, bulk e-mail; text messages, voice mails, emergency broadcast Current Email Policy needs to be more timely with guideline statements Major concerns: o Right to review e-mail remains with the university as needed to resolve system problems o Email will be used as one method for official college communication. When sending e- mail on behalf of Loyola, it must be issued from a Loyola owned account; firstname.lastname@example.org o Ownership concept not in current policy and needs to be addressed o Use of multiple external e-mail could mark Loyola.edu as a spammer Use of a preferred email address in Blackboard may or may not be a Loyola.edu account. This does not follow our current policy since official communications can be sent via the Blackboard system. Need further development on content security issue Continue discussion at next meeting 4. Technology Strategic Plan – Louise presented the new Technology Strategic Plan that was developed at the end of 2008 through the help of over 140 people that participated in focus group interviews and an online survey. The plan has been endorsed by the Executive Cabinet and will provide a roadmap for technology initiatives for the next three years. Four focus areas: Communication o Communication to rest of world o Video conferencing o Social networking/Living & Learning o Mobility access o Internal/external web presence – move to portal platform Differentiated Service o Optimize IT portfolio o Critical IT services and infrastructure o Cloud computing (host services) – 422 is using it in on-line community Operational Excellence o Provide effective training o Consult with users in standardizing operations 2 o Focus development with system integration and internal operations o Automate paper process and enable advanced data analysis. This will affect every office in some way. Transparency and Understanding o Follow direction for executive leadership o Develop formal IT governance o Formalize project management and progress report o Support Services Future File: Items for future consideration 1. Email Policy-comment guidelines on 3. inappropriate e-mail use 2. 4. Next Meeting: Date/Time: May 21st 9am – 10:30am Location: CO #33 Future Meetings: 3
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