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Managing Use Of Private Data on Technology Resources

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The University provides important information on understanding, using, and storing private data. Here are some important links all GPS Alliance staff should be aware of, as we are all governed by these policies:


Laptop Users - 

Encryption of your laptop is very important.  This is something the GPS Alliance IT Support Services staff handles in the configuration of your laptop.  However, there have been reports of confiscated laptops upon entering some countries due to encryption.  This makes the situation more complex.

The following are requirements for GPS Alliance which apply to use of your work-assigned laptop or laptop that you use to complete any work activities domestically:

  • Hard Drive Encryption should be applied as you travel between work and home and as you travel domestically.
  • Your communications should be encrypted:  this happens automatically when using 1) UofM Secure wireless (when on or near a UofM Campus) and 2) the UMN VPN software every time you connect wirelessly from a location other than one where you can access "UofM Secure".  This includes your home wireless network provider, if you have one. (This also applies to desktop workstations, servers, etc. if using wireless to connect to the internet for work-related activities).
  • For international travel:  whenever possible, reserve a GPS Alliance laptop or iPad and place on them needed presentations or documents that do not contain private data.  
  • ***If it is required for you to travel with private data, please contact Christopher Stordalen to discuss solutions

Best Practice:
Don't store any private data on your local drive.  Utilize the GPS Alliance Server, Google Apps, or NetFiles as needed and as appropriate for that storage.


Google Apps Use Required for Email and Calendaring

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What:  GPS Alliance full-time staff are required to use the UofM-offered Google Apps for email and calendar needs.  

Why:  
  • 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.
TEST ADDITION TO SEE IF NOTIFICATIONS ARE SENT TO SUBSCRIBERS
  • Print the date range in the upper right. The dates should be starting Monday to ending Sunday.
  • Make sure you include your employee ID. That's the seven-digit number found on your U Card.
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  • Print the date range across the top. The dates should be starting Monday to ending Sunday.
  • Make sure you include your employee ID. That's the seven-digit number found on your U Card.
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