May 2011 Archives

Google Apps Use Required for Email and Calendaring

| No Comments
What:  GPS Alliance full-time staff are required to use the UofM-offered Google Apps for email and calendar needs.  

  • Data Security - The Office of Information Technology, the Office of the General Counsel, and numerous other appropriate offices at the University of Minnesota have worked to provide employees and students with a solution for email and calendaring that will remain both secure and usable.  A legal agreement has been reached between the UofM and Google to provide this service following terms that are appropriate for both.  
  • Cost Savings - Common Good services, such as Google Apps, are provided free to colleges and administrative units in order to secure data while saving money.  Units duplicating email and calendaring systems across the enterprise result in less money to be used to meet the goals of each particular college or administrative unit, with no real benefits.  Money is also saved in support for these systems because both the knowledge as users of the tools and knowledge of support of the tools are common to the entire UofM community.
  • Collaboration - particularly with calendaring services, much time is wasted emailing or calling multiple people to try find a time for everyone to meet.  A unified calendaring system addresses this problem by having a similar format and access to calendars across the enterprise, so scheduling meetings is much easier.
What:  Whenever possible, work-related activities that utilize technology for data access and/or transfer will be done in the following manner:

  • Completed on UofM/GPS Alliance-controlled technology resources and networks.
  • If not possible, use UofM/GPS Alliance-identified means for safe and secure access to, and transfer of, data.  Scenarios include:
    • Working from home - use of the UofM Virtual Private Network (VPN) software is REQUIRED
    • Working on any non-UofM wireless or wired network - use of the UofM Virtual Private Network (VPN) software is REQUIRED
    • Working on a computer over which you have no control to install and/or use the UofM VPN software - general communication is allowed, but do not download or access files that have private data.  Also be aware of data that may include copyright, intellectual property, etc. These types of data should also be avoided.
Why:  The work we all do at the University of Minnesota is important.  That work may include access to and transfer of data that is protected for numerous reasons.  Unsecured data or data transfer practices are very serious issues that require many hours by many people and many dollars spent to address in a way that both secures the data being used and provides a means for employees to complete their work with the least amount of hinderance.

About this Archive

This page is an archive of entries from May 2011 listed from newest to oldest.

October 2010 is the previous archive.

July 2011 is the next archive.

Find recent content on the main index or look in the archives to find all content.