Committee meeting - April 19, 2018

Darren Bondy
Secretary to the Committee­­­
May 1, 2018

Present: 

Andrew McAlorum (Acting Chair), Darren Bondy (Secretary), Trevor Bain, Colin Bell, Marko Dumancic, Erick Engelke, Robyn Landers, Keith McGowan, Omar Nafees, Jason Testart

Guests:

Joe Kwan

Regrets:

Steven Bourque (Chair), Andrea Chappell, Daryl Dore, Paul Miskovsky, Adam Savage

Agenda

  1. Management of Campus Domain Names guidelines (Joe Kwan) [15 min.]
  2. Chair’s remarks [5 min.]
  3. Approval of the minutes of the meetings of April 5, 2018 [5 min.]
  4. Email recommendations next steps (Andrew McAlorum) [5 min.]
  5. Other Business [10 min.]
    1. N:\ drive deletion work flows (Marko Dumancic) 
  6. Roundtable discussion – all [20 min.
  7. Next CTSC Meeting

[Will be held Thursday, May 3, 2018, at 1:30 p.m., in EC2 1021.]

Management of Campus Domain Names guidelines (Joe Kwan)

Joe Kwan, Manager of Web Development in IST, has been working on updating the management of campus domain name guidelines. View the current version of the guidelines that were created circa 2011.

  • The Web Advisory Committee (WAC) formed a subcommittee to review the current guidelines and look into updating them.
  • Technology Integrated Services (TIS) were consulted thoroughly to flesh out the more technical aspects of these guidelines.
  • The WAC and the Web Steering Committee have reviewed the new draft guidelines.
  • CTSC members requested adding some language to the document to encourage the campus community to use the resources available to them provided by the University (i.e. using the WCMS as opposed to having external sites).
  • The document will be distributed to committee members for review and comment before being sent to Bruce Campbell/UCIST for review.
    • Once the document has been reviewed and finalized, Campbell will bring it to executive council to become officially adopted as guidelines and it will be added to the WCMS site for public consumption.

Chair’s Remarks (Andrew McAlorum)

None.

Approval of the minutes of the previous meeting

The previous meetings minutes were accepted as distributed.

Email Recommendations next steps (Andrew McAlorum)

The Email recommendations document has been distributed to members via the mailing list and discussed at a previous meeting.

  • These recommendations have been accepted and a new project will start soon to begin implementing them.
  • Dave Hinton will be leading this project and will attend a future meeting to provide more details. 

Other Business

N:\ Drive work flows

  • There was an issue with a staff member in Environment that had their N:\ Drive deleted without their knowledge.
    • After initial investigation, it appears that this deletion was a human error. This is the first known case of something like this happening.
    • Further investigation will need to occur to determine what steps can be taken to prevent this from happening again.
  • Andrew McAlorum will follow up with Dave Hinton regarding next steps.
    • Members recommend the following:
      • Investigate the possibility of adding an audit trail to the work flow for deleting N:\ Drives.
      • Consider increasing the length of time before deleting employees’ N:\ Drives.
      • Investigate possible automation processes within the new WatIAM system.

WatIAM account issue

  • We had an instance in Environment where a retiree did not exist in WatIAM following the migration to the new system. The issue has since been fixed but there is some confusion as to why they disappeared.
    • If the retiree had their initial userid created prior to the WatIAM system being initially implemented at UWaterloo, then it is possible that it never existed in WatIAM.

Deleting emails

  • The Secretariat recommends deleting email that have “only short-term, immediate or no value except those which relate to a Freedom of Information and Protection of Privacy Act (FIPPA) access request or an ongoing legal dispute.”
  • Will the implementation of the General Data Protection Regulation (GDPR) impact the University in anyway?
    • Legal services for all Canadian universities are working to determine if/how this will impact the university.

WatIAM friendly names

  • When the new WatIAM system was implemented it used users “friendly” name as their first name. This has made it difficult when trying to search for specific user ID’s.

Roundtable Reporting

IT Security (Jason Testart)

  • We do not have a date yet for when DUO multi-factor authentication will go live for students. There will be a promotional campaign happening soon.
    • It is currently available as an opt-in service.

Next meeting

The next meeting will be held on May 3, 2018 at 1:30pm, in EC2 1021.