Committee meeting - June 8, 2017

Darren Bondy
Secretary to the Committee
June 19, 2017

Present: 

Steven Bourque (acting Chair),  Darren Bondy (Secretary), Trevor Bain, Colin Bell, Steven Bourque, Don Duff-McCracken, Erick Engelke, Dave Gawley, Robyn Landers, Andrew McAlorum, Paul Miskovsky, Adam Savage

Regrets:

Bruce Campbell (Chair), Andrea Chappell, Lawrence Folland, Dave Kibble, Jason Testart

Agenda

  1. Chair’s remarks [5 min.]
  2. Approval of the minutes of the meeting of May 11, 2017 [5 min.]
  3. Information assets living repository project (Colin Bell) [15 min].
  4. Information and Records Management Committee formation (Colin Bell) [15 min.]
  5. Other Business [5 min.]
  6. Roundtable discussion – all [20 min.]
  7. Next CTSC Meeting

[Will be held Thursday, June 22, 2017, at 1:30 p.m., in EC2 1021.]

Chair’s Remarks

  • None

Approval of the minutes of the previous meeting

The minutes from the previous meeting were accepted as distributed.

Information Assets living repository project (Colin Bell)

Colin Bell discussed his proposal to the Administrative Information Governance Committee (AIGC) to build an information asset living repository.

  • The basic concept is to build a database of metadata which stems from the requirement of the AIGC to maintain a repository of all the data that they have.
  • Currently building the business case, assembling requirements and creating a plan to present to the AIGC in the fall.

Information Records Management Committee (Colin Bell)

  • Members at the AIGC agreed to dissolve the old Records Management Committee to create a new one called the Information Records Management Committee.
  • Instead of data stewards there will be data custodians.
  • Colin Bell will be chairing this committee and it will start in the fall.
  • This committee will work in parallel with the AIGC and will serve the needs of the AIGC constituents.
  • Will not be changing any policies currently in place regarding data; will be looking to create clear tools for documenting.

Other Business

Greylisting (Jason Testart via Andrew McAlorum)

  • Looking to disable greylisting again; it was disabled in the past but an increase in spam made it necessary to re-enable.
  • With ProofPoint in place, it is likely that we will not need greylisting anymore (no clear proof that greylisting solved the previous spam problem).
  • Some issues have arisen recently regarding delays of email delivery caused by greylisting.
  • All members in attendance agree that it is appropriate to disable greylisting; IST will go forward with disabling greylisting next week.

Generic email address request (Andrew McAlorum)

  • Psychology has made requests for two generic email addresses to use in their department:
    • essprism@uwaterloo.ca and essrise@uwaterloo.ca.
    • Members approve the use of both generic email addresses.

Roundtable Reporting

Applied Health Sciences (Trevor Bain)

  • Have been using Skype for Business more frequently for external parties who do not want to come to campus for thesis defenses.

Client Services, IST (Andrew McAlorum)

  • Release Qualtrics this week in a pilot/beta phase; will be doing more work on it before the fall.
  • Anyone can log in with their WatIAM at uwaterloo.qualtrics.ca

Technology Integrated Services (Steve Bourque)

  • Emailed the committee a list of TIS emergency numbers; please do not pass on to end users.

Engineering (Erick Engelke)

  • Working on a safety database that keeps track of safety training; will look to put it out more widely eventually.

Environment (Don Duff-McCracken)

  • Ran into our max limits on Slack with the free version; have transition to using Mattermost now and it has been working well so far with the help of Colin’s team.

Math (Robyn Landers)

  • Getting closer to switching to RT 4.4 with Lisa Tomalty’s assistance.

Next meeting

The next meeting will be held on June 22, 2017 at 1:30pm, in EC2 1021.