Mar 09, 2022 MARCH, 2022 FROM THE CIO Malcom Rice, Chief Information Officer OIT Advisory Councils As part of its review, The Office of Information Technology has established three advisorycouncils; the Technology Advisory Council (TAC), the Data Governance Council (DAC),and the Enterprise Applications Advisory Council (EAAC). These councils will assist OITin project prioritization, data access and security, an application update, and integrationand training. These councils will keep the campus engaged and informed of the activitieswithin OIT. The member list and the draft charter can be viewed by visiting the OIT Advisory Councils website. Meeting times, agenda topics and meeting minutes will be posted on this site as they occur. GOOGLE CHANGES Google recently announced that new storage limits for Google Workspace for Education (formerly known as G Suite for Education) will take effect in July, 2022. Currently, faculty and staff have unlimited storage for Google Drive, Gmail, and Google Photos. In order to prepare, we ask for everyone to review your current storage usage and delete any unnecessary files in Drive, Gmail, and Photos. To do this, please complete the following steps: To confirm how much storage you’re using, go to https://drive.google.com/settings/storage. To review and delete large or unnecessary files in Drive, go to https://drive.google.com/drive/quota. To review and delete large or unnecessary files in shared drives, go to https://drive.google.com/drive/shared-drives. Consider deleting Drive content that you may have copied to a shared drive. If a file resides in 2 locations, it may be consuming twice the storage space. To search for and delete unnecessary or large emails, go to Manage files in your Google Drive storage and follow the instructions for Gmail. UAH’s Appropriate Use of IT Resources Policy prohibits the excessive use of IT resources including, but not limited to, system resource usage such as storage. Please ensure you're using UAH resources, including Google storage, in accordance with our policies. Beginning in May, OIT will start the review and implementation of storage limits on all users in our organization. Please complete the steps above as soon as possible. As Google releases their management tools, we’ll share more information, including your specific storage limit. OIT SERVICES The Client Portal is a helpful repository for browsing the services offered by OIT (and requesting them), simply click here and bookmark this page. Check out our Knowledge Base, a collection of articles for when self-service is preferred, and where you will learn answers to your most common problems. Backup Verification Codes that Google 2 Step Verification can use: Backup codes are 10-digit numbers that you can store in a note on your phone (or print and keep in your wallet). Each code is valid for a single use. You can view yours or generate more while you’re logged into the account. They can be useful when you do not have your cell phone. For instructions on how to Create & View a set of backup codes, please visit https://support.google.com/accounts/answer/1187538. Let us know if there is a topic you would like OIT to cover by sending an email to email@example.com. OIT PROJECTS Don't Get Phished! In order to improve UAH's resilience to persistent phishing attempts by hackers who are attempting to trick people into clicking on fraudulent links, OIT will be conducting phishing simulations to all groups on campus. These phishing attacks will be close approximations of actual phishing attempts we are seeing but will not contain any dangerous links or content. To see the ful list, visit: OIT Project Site. NETWORK Maintenance on our Network happens every Tuesday at 5:30 a.m. Connect to our calendar for more updates: OIT Maintenance Calendar SECURITY Almost all of us are provided access to UAH computing resources and networks as part of our assigned job duties. The vast majority of us depend on these technologies and use them daily without incident. However, it is important to remember that this access is expressly for the purposes of supporting the mission of the university and is a privilege, not a right. It is expected that faculty, staff, students, researchers, and other users of IT resources conduct themselves professionally and do not engage in activities that could negatively affect the security and integrity of any UAH IT resources. Further, despite the seemingly endless and ubiquitous technology resources that are available to us, they are finite and all users should utilize these resources responsibly and avoid negatively impacting other use of these systems in furtherance of the UAH mission. I would encourage all users to review the UAH Appropriate Use of IT Resources policy which details required and prohibited activities. Highlights of this policy include the prohibition of the following activities: Sharing of university accounts or passwords Negatively impacting the performance or security of the UAH network Accessing any UAH data or emails owned by others without authorization Disrupting valid use of IT resources Attempting to gain unauthorized access to IT resources Any actions deemed illegal by local, state, or federal law By working together and using IT resources responsibly, you can do your part to help keep UAH resources confidential, available, and maintain the integrity of this critical data. Do your part. #BeCyberSmart Jeremy Shelley, Chief Information Security Officer Oops! In the February 2022 newsletter, the Office of Financial Aid was incorrectly referred to as Student Financial Services. We sincerely apologize for this mistake. KUDOS "OIT got my new laptop set up quickly. Also, OIT mapped my network drive in order to make accessing my UAH shared folders much more quickly as opposed to going through Remote Desktop. Thanks so much! - Way to go, Mike (Jennings)!" - Brad Cooper In Lauren Carey's survey results for ticket 18757362, she had this nice thing to say about Ana (Elmore), "Such a speedy and efficient response! Thank you!" Ana may be new to OIT, but I think she's doing a fantastic job! - Wendy Worlund "Jay (Marshall) was very helpful and provided information about the VLAN configuration to make this easier in the future." - Hunter Cowing's survey response for ticket 18740098. FAREWELL Jill Casey We thank you for 25 years of service!