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Meeting Minutes

Meeting Minutes for November 17, 2004

A meeting of the University Information Technology Advisory Committee was called to order at 3:05 p.m. on November 17, 2004 in the 4th floor conference room of Cabell Library. Dr. Lynn Nelson, co-chair, presided. Members present were Dr. David Primeaux, Dr. Dianne Simons, Ms. Fran Smith, Dr. James Shultz, Ms. Veronica Shuford, Mr. Santa Susarapu, Dr. Phyllis Self, Mr. John Ulmschneider, and Mr. Mark Willis. Dr. Henry Rozycki, Dr. Michael Sesnowitz, Ms. Aimee Hanson, and Mr. Carl Gattuso were absent. Mr. Bill Jones, Director of VCUnet, and Mr. Scott Davis, Director of Client Services, were also present.

I. REVIEW AND APPROVAL OF MINUTES FROM AUGUST 26, 2004 MEETING

Minutes were approved as prepared.

A suggestion was made to move Items IV and V to the front of the agenda so that Mr. Jones and Mr. Davis would be able to leave without having to remain for the entire meeting. Suggestion was approved.

II. VCUSecureNet – BILL JONES

Mr. Bill Jones, Director of VCUnet, presented an update on the VCUSecureNet. A copy of the presentation (as well as other information) can be found at:
http://www.vcu.edu/vcunet/VCUSecureNet/securenetindex.htm.

Mr. Jones discussed various issues with regard to network security. He stated that as the number of people who use the internet has increased, problems with security has increased. The primary risks can be separated into three different categories:
1. “Script Kiddies” – more of a nuisance than anything else
2. Malicious Vandalism
3. Criminal Activity – Fraud and extortion

VCU has been pursuing several solutions:
a. Protection service
b. Anti-virus and anti-spam
c. VPN for security, firewalls, etc.

The schools on the MCV Campus are part of the University’s “covered entity” under HIPAA. Although our old network design did have a firewall (which blocked some things but allowed others to come through), the new network design will create a new firewall that parallels the hospital firewall and will be HIPAA compliant.

Mr. Jones also discussed the directory server issues, synchronization problems, support issues, video conferencing, etc. The ultimate aim of the network architecture is to have different levels and zones of protection. SecureNet is just one layer of the defense in depth.

III. E-MAIL UPDATE – SCOTT DAVIS

Mr. Davis distributed a handout entitled “Lotus Domino/Notes Status” which listed information regarding the current situation with the server, corrective actions taken, additional actions that will be taken, future discussion topics and e-mail policies/procedures.

He stated that server performance has stabilized for now, although individual workstation problems may still exist that could affect e-mail performance. There is one remaining issue related to Web access and memory use that can cause unexpected server crashes.

Certain corrective actions will be taken such as implementing the directory assistance process per IBM, running IBM debug program on Aspen to gather additional information on memory use problem and applying hot fix when provided by IBM, implementing an archive server to store older e-mail and increase performance, etc.

This is mail – NOT a document management system. We need alternate methods that are just as easy to use as email for document storage and then communicate and train users about them.

Mr. Davis advised the committee that users should contact either Dr. Notes or him for help.

IV. UITAC SCHEDULE AND ORGANIZATION

This item will be carried over to the next meeting. The first item on the agenda will be to appoint co-chairs.

V. IT STRATEGIC PLAN UPDATE

An updated draft of the Strategic Plan for Information Technology at Virginia Commonwealth University was passed out to members. They were asked to look it over once again before it is sent to the governance committee and groups. Mr. Willis asked the committee to review it and forward comments back to him or Dr. Self by the 3rd of December so they could prepare the final draft.

VI. OTHER BUSINESS

Email policies. The proposed policies will need to be reviewed and acted upon by UITAC.

Dr. Primeaux stated that he would like to discuss the increasing integration of technology into single devices (i.e. PDAs).

Mr. Santa Susarapu, the new graduate student representative, was introduced and welcomed to the committee.

There being no further business, the meeting adjourned at 4:35 pm.