Minutes of Smathers Middle Managers Meeting
January 6, 2005
January 6, 2005
Present: Joe Aufmuth, Denise Bennett, Gary Cornwell, Robena Cornwell, Michelle Crump, John Ingram, Iona Malanchuk, Tom Minton, Cathy Mook, Betsy Simpson, Colleen Seale, Jan Swanbeck, Carol TurnerSpam
- Average amount of spam is approximately 30 per day. It's highly annoying, but only takes a few minutes to delete.
- Spam is hard to filter - there are a variety of services offered to assist - only one that really works: "Mail Nanny". Basically, you pay to have someone read your mail and delete the spam.
- Over time, they may develop a "No Call" list for spam like they did with phone telemarketers.
- Right now, you have the option of routing your email through GatorLink and using their filter.
- Using your name/email address on a Web site will generate a lot of spam. Once it gets on a mass mailing list, it can be sold to spammers.
- There was a case of one staff member who got over 200 pieces of spam per day. She had to change her internal userid (notifying all who had the old one) and use a hotmail account for any activity that generated email.
Security of Equipment
- Library record for Spyware is 300 pieces in one machine.
- Most Spyware is almost exclusively from free downloads (like cutesy cursors).
- Spyware passes on all info and ultimately slows it down until it is crippled. Almost all spyware is self-inflicted.
- Systems has to run clean tools software (SpyBot is the best) then manually whack what's left. Sometimes "good stuff" gets whacked.
- Please encourage your staff not to go to sites and get free downloads. They are seriously risking infection.
- If you are infected, don't wait to notify your liaison/Systems. Don't be embarrassed. The malware can disable your machine, steal your identity and use it elsewhere.
- If you try to run SpyBot - be careful where you get it - it has been infested, itself. Make sure it's legit.
- If you need to use a commercial account, please use Yahoo or Hotmail.
- The magic address to forward examples of spam to (in the hopes of getting it halted) is: email@example.com. They are building a database.
Security of Identities
- We did experience some thefts within the Libraries over the past year. Many of them were machines that were not in use.
- Often, such machines sit in the corner in a space no one uses - no one even knows they're there. Parts or whole machines can disappear without anyone noticing.
- Departments need to stop hoarding equipment - return it to Systems if not in use.
- If you are unsure when you will be able to hire into a vacant position - send the workstation back.
- It is a bad habit to let equipment pile up. Facilities can always pick up and deliver.
SQL Server Slowdown
- Be careful about sharing user IDs. There is no reason for it. One, maybe two people may have to know the password for a certain departmental machine.
- No ID sharing - if you feel there is a reason for an exception, check with Systems. It is possible to share mailboxes with a group, but not the authentication process to log in to a computer.
Public Machine Security
- ID Checker and other multi-user databases have been experiencing slow downs. Seems to be a network problem.
- It almost acts like PeopleSoft, but a little better.
- We're working on it. Inform Systems id the problem still exists.
Problems with ALEPH/Circulation
- Gary puts forth the concept of changing the security on public machines - using the model similar to Circa where they clean off the machine after each person logs off.
- This would also enable non-UF people to use the machines.
- The machines would be more dangerous. The current model really locks down the machines. With the Circa model it would have a lot of access, but the machines starts over from scratch after each use.
- Once we're back over in West, we will be providing more access to software anyway. Current security prohibits running scanners, Office software, opening attachments, etc.
- We won't be able to have such a customized desktop.
- It will cost some disk space, but there is a lot available.
- There will be a delay in start up. Will have to reboot after each user.
- We can implement it in the summer and ease into it. Keep the other system up while phasing in the new one.
- We're moving towards providing students greater computer access.
- Maximum reboot time could be up to a half hour if a machine is loaded down with lots of programs, but the average wait should be about 2 minutes.
- Carol Drum brings up the topic of moving away from the 14-digit sign-on to using the GatroLink sign-on. Students are required to have a GatorLink sign-on. Problem would be with non-students. We should be able to set them up. GatorLink sign-ons would actually be more secure.
- When trying to issue a credit, people are getting billed again. Be sure to check the Dean's Menu to make sure the info is checked.
- It is an ALEPH problem - not PeopleSoft. Direct from FCLA to accounts receivable. Need to sort this out. Be aware. Instead of issuing credit, it is double billing.