- Email Retention Policy (As Meg has time) Develop any
questions your group may have before the meeting.
- Review of previous meeting's minutes
- Discussion of ACCIS Charter/Responsibilities
- State of ACCIS Projects/Action List
- Active Directory - Wendy D.
- Calendaring - Heather H.
- Central Authentication - CSAC, Aaron A.
- Computer Rooms Project - Jim V.
- Directory Services - Aaron A., Lana S.
- Electronic Mail - Aaron A., Mark U.
- Email Retention Policy - Pat W.
- FTP - Aaron A.
- Software Management - Pat W.
- Standardized Documentation - Jim V.
- AD SLA - Wendy D.
- Acceptance/changes of web site - Jim V.
- Review site before meeting. Look at site from user,
admin, and committee member views.
- Project addition/removal procedures - Jim V.
- Committee Documentation
- Documentation styles, MS Word, PDF, tracking changes, etc.
- Future Agenda Items
- Action List
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Attendees:
Aaron Andersen - SCD/OIS
Wendy Derman - F&A
Kathy Fischer - CGD
Heather Harris - F&A
Karl Hudnut - COMET
Meg McClellan - Legal
Ingrid Moore - UOP/DIR
Terry Murray - DIR/ISS
Lana Stillwell - SCD/OIS
Ted Russ - JOSS
Mike Schmidt - Unidata
Brandon Slaten - ATD
Mic Stremel - DLESE
Jim Van Dyke - SCD/NETS
Pat Waukau - MMM
Anne-Marie Tarrant - RAP
Previous Meeting’s Minutes
Minutes approved
Minutes will be posted within 1
week after the meeting.
Discussion of ACCIS
Charter/Responsibilities
The charter was reviewed and our
mission
statement was discussed. We are an advisory committee designed to
assist project leads, not to set priorities but provide a guideline.
Advise the leads and give input so projects move in the right direction
and in turn benefit the whole organization.
Please read the charter and DIG
report if
you have not.
New projects will be discussed and
their overall use to the organization.
State of ACCIS Projects/Action
List
Project leads will provide a
current state update at each meeting as a
standing agenda item.
Active Directory – Wendy D.
Everyone must change
their WINS settings by Oct 1st and it looks like that goal will be
obtained.
There are two groups, CGD and
ESIG, whom she has not heard from. On Oct. 1st the domain upgrade will
be taking place.
Calendaring
– Heather H.
The calendaring project is looking
for volunteers to join the task
force.
The “top 5” requirements of the
system and the current systems
(room reservation) were discussed and some suggestions of who should be
involved were touched on.
The goal is to determine what
items are a
requirement for the organization and determine if MM can meet those
requirements. If MM cannot meet those requirements now or in a short
time frame then other systems will be investigated.
Heather hopes to
finalize the requirements and give recommendations at the November
meeting.
Please send Heather email if you
want to be included or if you
have a replacement that should be investigated.
She would like to have
the investigative group set within a week.
SCD is sponsoring a student
project to look at modifications to the room reservation system.
Central
Authentication – CSAC/Aaron A.
Mark and Aaron have reviewed the
internal draft of the SLA, which will
be reviewed by CSAC next week. The draft will then be reviewed by the
ITC.
It was decided that all SLA's
would have a standard format. The
committee will determine a format from the 2 SLA’s we currently have. A
template will then be created.
Computer
Rooms – Jim V.
Jim passed out an
outline containing basic information
relating to computer rooms so that anyone would be able to find the
machine or part they are looking for upon entering the room.
Please review the list and submit
changes/comments to him. It will be
placed on the TWIKI site for review.
Directory
Services – Lana S.
The preliminary rough
draft is being developed.
Lana plans to have a complete
update in about a month.
Electronic
mail – Aaron A.
SCD has purchased a
high availability cluster system
running the Communigate software as their new mail server.
They
currently plan to move MMM’s mailbox delivery into this system as a
pilot project. This is the 1st step in a central mail server. The goal
is to transition MMM staff to the central server in early November.
Email
retention – Pat W.
This draft policy originated out
of DIG and is intended to address
organizational email retention and archival and the legal aspects
of holding onto emails for undisclosed amounts of time.
Meg McClellan joined the
discussion and broke the policy down line by
line. Legal brainstormed on why we have this policy on email retention
and what the legal ramifications are.
Emails are considered legal
business documents and belong to the company. Each division / project
has its own record keeping needs and those divisions / projects should
govern how long to keep business records.
The divisions should set up
policies that fit their way of work.
If as a corporation we do not
centrally maintain documents the burden
then is put on the requisitioning party.
Should we have a Best Practices
that pertains to all divisions?
Decision can wait for the centralized mail to progress and work in
conjunction with them.
Committee members to send current
practices to Pat.
A policy revision will be done and
distributed to the
group.
FTP
– Aaron A.
No change.
This item has been put on hold
until January.
Software
Management – Pat W.
Everyone has now
received the draft policy.
The idea is to
track software like the property office tracks property.
A central
contracts person with divisional reps. would work together to
orchestrate the management. This will help with renewals and
discount volume purchases, coordinated maintenance, etc.
The project
outline is on Twiki.
Pat is looking for volunteers, Kim
Webster and
Dorothy Bustamante were suggested.
Pat would like to have the project
team
and proposal outlined within 6 months.
Send names of divisional
representatives to Pat.
Standardized
Documentation – Jim V.
To be discussed at the
next meeting.
Active Directory SLA
Comments and changes to the
policy were
suggested and most of them done on the spot. For clarification 24/7
support does not support users, just system administrators.
Project
certification policy is being worked on and will be discussed at the
October meeting.
Acceptance/Changes of Web Site
Did not discuss this project.
Please send
comments and change requests to Jim.
Committee Documentation
What is the best way to
communicate between
the group? Should it be the TWIKI, email aliases, etc. Be ready to
discuss at the next meeting.
Meeting Time Change
The committee decided that
meetings will be changed to the third Thursday
morning of every month beginning at 9:00am. Schedules on ACCIS page
will be updated.
Future Agenda Items
· Not discussed
Action List
· Did not discuss
The committee alias and the accis-all alias’s have been set up. Please
review and give changes or corrections to Jim. He will email the final
version once ready.
The next meeting is scheduled for October 21st at Foothills 9:00am.
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