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  • POD Discussion Results 2009-08-04
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Group A

What types of personally owned devices might be in use for university business in your unit?
  • laptop
  • smart phones
  • blackberries
  • personal hd
  • flash drives
  • cameras
  • ipods
  • desktops
  • anything that can create or store data
What are the major issues that need to be addressed both campus-wide and locally?
  • security of the equipment and the data created.
  • Non university tools being used. IPv6, communication of the policy
  • helping to under stand how it applies.
  • New faculty orientation not well attended.
  • Telecommuting issues especially in case of emergency.
  • Address issues of moving data off secured servers and what it means.
  • Issues where higher ed seems to be more around device theft.
  • disposal issue problems with knowing when people change personally owned equipment.
  • Education of personal liability.
  • Support and liability of the UW for POD
  • Can you ID a POD
  • issues of open records on PODs
We originally thought to focus on "sensitive information on personally owned devices". Should the scope be broader such as "use of personally owned devices"?

General idea is one policy w/ some ideas thoughts about it...

  • issues of identifing data, so some argument
    • simpler to implement, and educate about
    • easier to do, and simpler to follow up and set procedure
    • some kind of control mechanism needed
    • add on to campus network use policy
    • what plans for refreshing .... getting people to think about it and
  • know about it later and see & understand changes, on password change for netid
    • Different populations? students, staff, faculty

Group B

What types of personally owned devices might be in use for university business in your unit?
  • (cell)phones
  • desktops, laptops [each with their own issues]
  • USB drives and any other external easily connected/disconnected storage devices
  • iPod (standalone with computer interface and networkable)
  • Google (and similar offerings) apps
  • any external email
  • Cloud Services in general
  • visitors and vendors who are able to or allowed to plug any device into the campus network
  • digital cameras (standalone and in cell phones) (to photograph documents and screens); permits VPN connectivity.
What are the major issues that need to be addressed both campus-wide and locally?
  • Should there be a policy to require faculty and staff to store UW info on UW-owned device (in case owner "walks in front of bus")?
    • Answer: May already be a policy, but should be checked.
  • Question of how to make the storage "timely" so that the delay between putting it on personal device and moving it to UW storage doesn't itself cause problems.
  • Why have personal devices?
    1. No departmental budget for appropriate and needed IT and information-storage/communications resources
    2. people want a personal life and want to avoid discovery sucking in personal data
    3. allows easy VPN connections/connectivity to UW.
  • Major issues:
    1. Used to store sensitive data
    2. exposes UW to a variety of vulnerabilities
    3. problems with enduring records-retention requirements are met
    4. problems with knowing whether not finding a record means it's missing or whether it's stored only on someone's personal device.
We originally thought to focus on "sensitive information on personally owned devices". Should the scope be broader such as "use of personally owned devices"?
  • Need:
    1. Guidelines for handling different categories of information
    2. Information about what is the personal legal exposure of faculty/staff when sensitive data is on their personal device, and to what legal remedies have they exposed themselves?

Group C

What types of personally owned devices might be in use for university business in your unit?
  • Flash Sticks
  • Cell Phones
  • LapTops
  • Desktops
  • PDA's
  • Kindle (e-readers)
  • External Hard Drives
What are the major issues that need to be addressed both campus-wide and locally?
  • HIPAA concerns - data leaving secured areas; viruses, downloading sensitive information, needs to be portable but secure - Do we need to take over ownership of the personal computer?
  • Remote access is SO available - how do we manage home computers.
  • Research PI's don't but their grad students computers and expect them to use their personal computers. How do we manage the data
  • Intellectual property concerns
  • How do we handle software licensing on personal computers that are required to run university business?
  • Work at home licensing and files being stored at home.
  • How do we provide IT support to every generation of new device - synching with WiscCal and Mail, etc.
  • How much energy do these devices use?
  • Pandemic Planning - an on campus device or a personal device - can it be done securely?
We originally thought to focus on "sensitive information on personally owned devices". Should the scope be broader such as "use of personally owned devices"?
  • We can't ignore personal device use. It will only continue to grow.
  • The policy needs to be broadened to cover all issues - data, networking, support and security.

Group D

What types of personally owned devices might be in use for university business in your unit?
  • iphone
  • blackberry
  • laptop
  • desktop
  • Windows Mobile
  • Palm
  • Treo
  • Android
  • iTouch
  • WiFi
  • jump devices
  • Kindle
  • Sony readers
  • Apple readers
  • Netbook
What are the major issues that need to be addressed both campus-wide and locally?
  • VPN, email access and sending files
  • Jump drives – transporting data
  • Working from home – need to access files from work.
  • Web interface interferes with user accessing MWS
  • Recycling computers
    • hardware, personal info wipe
    • no protocol for getting rid of personaly info.
  • Ownership issues
  • Confidentiality with regard to accessing info.
    • Things people need to do so employer can access info
    • Acceptable use policy (using personal machines or accounts to conduct business)
  • Software licensing
    • home use rights
    • KB docs for each vendor
  • Security isssues
  • Pandemic situations (social distancing)
    • virtual machines for students
  • Sensitive info on personally owned devices
    • not addressed in policy?
We originally thought to focus on "sensitive information on personally owned devices". Should the scope be broader such as "use of personally owned devices"?
  • Keep scope broader
  • Virus scanning
  • Level of support campus IT will provide?

Group E

What types of personally owned devices might be in use for university business in your unit?
  • iPhone
  • laptops
  • palm/PDAs
  • desktops
  • flash drives
  • external drives
  • specialty lab equipment
  • specialized software
  • waps
What are the major issues that need to be addressed both campus-wide and locally?
  • sensitive data
  • licensing
  • support
  • reliability / vetted
  • security
  • "I paid for it" – manage eq vs. many data.
  • approach to how we should P.O. stuff
  • legal issues
    • discovery
    • open records
  • If you check your email at home ... discovery , etc.
  • interference with other UW work resources
  • procural of Regent data
We originally thought to focus on "sensitive information on personally owned devices". Should the scope be broader such as "use of personally owned devices"?
  • Needs to be organized by "data" - different rules for phones and laptops
  • What policies already exist?
  • Are P.O. devices a choice? Is there an alternative?
  • Coordination with support – encourage use of iphones vs. policy not to?
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