March 5, 2012
ADMINISTRATIVE COMPUTING ADVISORY COMMITTEE
MARCH 5, 2012
Present: Joel Cooper, Sue Traxler, Jim Fergerson, Julie Anderson, Dan Bergeson, Roger Lasley, Rod Oto, Linda Thornton Absent: Julie Thornton
Guests: Julie Latham, Eric Hillemann
AGENDA:
1. Review/approve February 6, 2012 minutes
2. Discussion of records retention and destruction policy (Linda Thornton, guest: Eric Hillemann)
*The final version of Data Management and Access Guidelines from the Data Management Group also has some text relevant to document retention/destruction
3. Update on Identity Finder (guest: Julie Latham)
4. Update on infrastructure, networking (Joel Cooper)
5. Any announcements, agenda items for next meeting
Review/approve February 6, 2012 minutes:
The minutes from the February 6, 2012 meeting were approved with no changes.
Discussion of records retention and destruction policy:
Prior to our meeting, the Records Retention Policy and Data Management and Access Guidelines were distributed for our review. Linda Thornton and Eric Hillemann gave us some background on the group who worked on the records retention policy and why it was established. The need arose in light of new Federal Rules of Civil Procedure in 2009 relating directly to document and data retention, including electronic documents and e-data. There are two basic concepts raised by the new rules. 1. If Carleton has been given notice that a claim could end up in court, it must take affirmative steps to preserve information. 2. It is in Carleton’s interest to implement retention procedures that result in the destruction of documents and data which do not need to be retained either for legal or institutional reasons.
Our discussion centered on general retention rules (how long materials should be kept) which the document outlines in more detail, the connection Archives, Digital Archives, and OnBase have to records retention, and getting these documents accessible on the web for staff to reference. It was also suggested that records retention and destruction could be tied to our annual campus cleanup day.
This policy was previously approved and endorsed by the Trustee’s Audit Committee. Web Services is currently working on a Carleton handbook web site where these policies will be posted. Next steps are to review the document and send edits to Linda Thornton, get it posted to the handbook web site, and for this committee and the data retention team to update the policy annually.
Update on Identity Finder:
Julie Latham joined our meeting to give us an update on Identity Finder software. The Data Management Group has been working with the software for the past six months and starting to deploy it in administrative offices one-by-one. The program detects personally identifiable information, such as social security numbers or passwords. Currently they have installed and run it in three offices: Human Resources, Business Office, and Institutional Research and Assessment. When information is identified, ITS staff works with the individual to figure out what to do with it. Delete it or move it to a new protected drive. The Data Management group is creating a checklist for staff of what to look for and working to schedule installing Identity Finder in the rest of the offices.
Update on infrastructure, networking: Joel Cooper
This morning the campus experienced a widespread network outage that was related to the core router. ITS has plans to create more network spaces in addition to our second internet connection being completed soon. Our original contract was for 200mb/second, but due to some engineering issues on Cogent’s side we will be getting 1 gb/second for slightly lower monthly cost.
Telecommunications will be performing a major hardware and software upgrade to the PBX system. It will allow for future upgrading of our voice mail system in late May.
Future agenda items:
· Joel – Enterprise Risk Management presented at the last Board of Trustee’s meeting
· ITS summer project list
Meeting adjourned at 3:00pm
Submitted by,
Candyce Lelm