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Minutes of Smathers Middle Managers Meeting
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 Turner
  1. Average amount of spam is approximately 30 per day. It's highly annoying, but only takes a few minutes to delete.
  2. 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.
  3. Over time, they may develop a "No Call" list for spam like they did with phone telemarketers.
  4. Right now, you have the option of routing your email through GatorLink and using their filter.
  5. 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.
  6. 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.
  1. Library record for Spyware is 300 pieces in one machine.
  2. Most Spyware is almost exclusively from free downloads (like cutesy cursors).
  3. Spyware passes on all info and ultimately slows it down until it is crippled. Almost all spyware is self-inflicted.
  4. Systems has to run clean tools software (SpyBot is the best) then manually whack what's left. Sometimes "good stuff" gets whacked.
  5. Please encourage your staff not to go to sites and get free downloads. They are seriously risking infection.
  6. 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.
  7. If you try to run SpyBot - be careful where you get it - it has been infested, itself. Make sure it's legit.
  8. If you need to use a commercial account, please use Yahoo or Hotmail.
  9. The magic address to forward examples of spam to (in the hopes of getting it halted) is: They are building a database.
Security of Equipment
  1. We did experience some thefts within the Libraries over the past year. Many of them were machines that were not in use.
  2. 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.
  3. Departments need to stop hoarding equipment - return it to Systems if not in use.
  4. If you are unsure when you will be able to hire into a vacant position - send the workstation back.
  5. It is a bad habit to let equipment pile up. Facilities can always pick up and deliver.
Security of Identities
  1. 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.
  2. 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.
SQL Server Slowdown
  1. ID Checker and other multi-user databases have been experiencing slow downs. Seems to be a network problem.
  2. It almost acts like PeopleSoft, but a little better.
  3. We're working on it. Inform Systems id the problem still exists.
Public Machine Security
  1. 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.
  2. This would also enable non-UF people to use the machines.
  3. 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.
  4. 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.
  5. We won't be able to have such a customized desktop.
  6. It will cost some disk space, but there is a lot available.
  7. There will be a delay in start up. Will have to reboot after each user.
  8. We can implement it in the summer and ease into it. Keep the other system up while phasing in the new one.
  9. We're moving towards providing students greater computer access.
  10. 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.
  11. 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.
Problems with ALEPH/Circulation
  1. 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.
  2. 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.


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