Copyright file logging policy
Prepared by: Alison Davis and George Fullerton Section: DMI Last Modified: Tuesday, 3 November 2009
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BACKGROUND
Australian copyright law prohibits the copying and redistribution of media files without permission from the copyright holder. QUT has established a methodology to reduce the risk of litigation from music or movie industry bodies for media files being stored on QUT owned equipment or distributed via the QUT network. This document is a high level description of the methodology.
1.1
Intended Audience
All QUT staff and students, specifically computing personnel who play a significant role in logging incidents, establishing records of legally acquired media files, recording instances of illegal files, educating staff and students who infringe IT rules and instigate disciplinary action or escalate rule breaches to supervisors or designated officers.
1.2
Copyright file logging scope
The QUT copyright file logging report provides QUT with a reliable indicator of potential copyright breaches for actioning each month. A wide range of media file formats and known Peer to Peer applications are logged throughout the month.
1.2.1 Media file types audio
File type Audio .mp3 .wav .rma .rmj .aac Description Compressed audio Uncompressed audio Real media audio Real media audio Advanced Audio Coding – wideband audio Mpeg-4 derivitative. Windows Media audio Ogg Vorbis – open standard codec – mainly audio Minimum size 1mb 5mb 1mb 1mb 1mb Selection method extension extension extension extension extension
.wma .ogg
5mb 1mb
extension extension
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COPYRIGHT FILE LOGGING POLICY V2
1.2.2 Media file types video
File type Video .asf Description Windows media file that contains both video/audio rd compressed with 3 party codecs Windows media video Codec video Video Video Video Quicktime Movie Video codec Minimum size 100mb Selection method extension
.wmv .mp4 .mpg .mpeg .avi .mov .divx
100mb 100mb 100mb 100mb 100mb 100mb 100mb
extension extension extension extension extension extension extension
1.2.3 Peer to Peer Software
Description dcplusplus.exe Aimster.exe Ares.exe Audio galaxy.exe Audiognome.exe Bearshare.exe Blubster.exe Direct connect.exe Cutemx.exe Edonkey.exe Emule.exe Filefreedom.exe Filetopia.exe Gnotella.exe Gnucleus.exe GnutellaLite.exe Grokster.exe Imesh.exe Kazaa.exe Limewire.exe Morpheus.exe Napigator.exe Napster.exe Overnet.exe Piolet.exe Songspy.exe Swapnutinstall.exe WinMX.exe Wrapster.exe Selection method
Per logged instance
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COPYRIGHT FILE LOGGING POLICY V2
1.2.4 Active SMS Client Counts
Description Selection method
Total number of reported SMS clients SMS clients active in the past week SMS clients active in the past fortnight SMS clients active in the past 30 days
Count of clients
1.2.5 Other logging mechanisms
Description Renamed media files P2P network traffic and sharing applications eg kazaa.exe Excessive IAS usage Pornography downloading /accessing Deliberatly renamed file extensions to avoid logging P2P usage via QUT equipment or network infrastructure Minimum size Equivalent file extension minimums Selection method Methodology not yet determined Filtered traffic via network intrusion protection mechanisms Top 20 highest IAS users Report query Large IAS usage not related to work requirements.
IAS usage per month
For QUT wide monitoring Percentages of unacceptable web content, eg pornography, a/v files etc, p2p via proxy server analysis Traffic usage patterns via firewall logs or border router statistics IAS ‘Top 20’ usage log report
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LOGGING PROCEDURE
Desktop PC’s Microsoft’s Software Management Service (SMS) is a mandatory component of the Standard Operating Environment (SOE), Desktop Management and Integration (DMI) staff utilise SMS to report instances of media files each month. DMI staff generate the ‘Copyright Media Logging Report’ for wider distribution to key stakeholders, who include: o TILS DVC o Director of ITS o QUT Copyright Officer o ITCG representatives o IT Rules Designated Officer, IT Services o Other key stakeholders
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COPYRIGHT FILE LOGGING POLICY V2
The initial report is generated utilising a number of predefined queries and the results sorted to provide copyright media totals which include: o Copyright file log totals for each Faculty and Division o Top 20 copyright audio file log for staff & students o Top 10 copyright video file log for staff & students Machines identified in the ‘Top xx, Audio and Video’ Media Files lists include details to assist in identifying the owner of the alleged content, via machine name and user name, (from last known login information), during the time of the scan. Helpdesk jobs are then logged by DMI for each staff or student appearing on the ‘Top 20 audio files’ and ‘Top 10 video files’ lists within the draft report. Each IT Coordinator or designate for whom a copyright logging incident has been logged will make the appropriate enquires with the staff member or student in question to ensure the validity of the report and provide an update to DMI on the action taken, such as: o Copyright material detected, relevant media files removed and staff or student cautioned. o Copyright material not detected, or unable to be verified (such as removable storage, CD or MP3 player), staff or student cautioned if appropriate. o Non copyright material detected and DMI updated via exception process. (Exception process is explained in section 3) o No copyright materials located or unable to identify satisfactorily the individual responsible for the copyright logging incident (false positive) After appropriate actioning of each incident DMI will update the Copyright File Logging Report with the status of each reported ‘Top 20 Audio’ and ‘Top 10 Video’ incident with associated action, (removed, new exception, false positive etc). Copyright Media File Logging trends are graphed for the current month and year to date. DMI distributes the monthly report to all relevant stakeholders 5-7 working days from the end of the previous month.
Facutly and Divisional File Servers Senior computing staff in each faculty and division will log instances on all local file servers that are administered by them. This process is undertaken at least once a month and should be scheduled to align with PC copyright media file logging processes. Any breaches of copyright materials logged during this process are verified by Faculty or Divisional IT support staff and dealt with via the same process used for breaches and or exceptions found on PCs.
Lab PC’s Student laboratory machines that are returned to state between each user and do not have any local storage that survives the rebuilding process are not logged.
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EXCEPTIONS LIST
DMI will maintain an exception list of computers that have appeared in logs, but have had the copyright status of their files validated. This means that the staff member will be asked to demonstrate that the files on their desktop or server space do not infringe copyright. Computers with such validated files are noted on an exceptions list. Faculty/Divisional computing staff will cross check that computers on the exclusion list maintain verified copyright status, particularly if the logged file profile changes The Creative Industries Faculty is identified as an area where this process could become unsustainable, given the large number of clients whose core business requires significant media file storage. DMI and the faculty will refine the logging and exclusion process in consultation with key stakeholders. Further refinements to the exceptions list will be incorporated in the reporting mechanism and queries, to account for legitimate software components of QUT licenced software, such as video tutorials and help files associated with software packages (eg Adobe Creative Suite). These exceptions will include specific file names and or sizes of known non-copyright media files. DMI will be diligent in ensuring that appropriate actions are taken to ensure the validity of report data by modifying the scope of file types and sizes logged as appropriate.
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DATA STORAGE AND CROSS CHECKING
Confirmed instances of media copyright breach are logged by DMI and cross referenced each month to detect repeat instances. Previous entries in the ‘Top 20 Audio’ and ‘Top 10 Video’ lists are noted and their previous list ranking collated and presented within the final report. These monthly logs are maintained on a backed up file server.
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1ST DETECTION
Responsible Officer IT Coordinator or delegate Action Ask staff member to validate copyright status of files. Staff member’s supervisor, IT Rules Designated Officer or IT Services, as appropriate Escalation
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IT Coordinator or delegate
Explain illegality and request file removal. Log details in detection database
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Escalation occurs if the staff member or student does not delete the illegal files
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COPYRIGHT FILE LOGGING POLICY V2
Responsible Officer IT Coordinator or delegate IT Coordinator or delegate
Action Log details of validated files in exception database If files deliberately hidden, log details in detection database and escalate
Escalation DMI DEC
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Staff member’s supervisor, IT Rules Designated Officer, IT Services
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REPEAT DETECTION
Responsible Officer IT Coordinator or delegate Action log details in detection database and escalate Escalation Staff member’s supervisor, IT Rules Designated Officer, IT Services c
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