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Last updated
4/03/2008 12:00 PM
General
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All Faculty and Staff in the Department of Medicine
may have access to the Department's Local Area Network with authorization by
their supervisor.
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Support for Macintosh and Linux is limited
to GroupWise e-mail and Internet Access.
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All requests for service from the IT staff must be entered through your
Administrator or an authorized user for your division through the Helpstar program.
E-mail and phone support is allowed for minor requests, questions, and
emergencies, however, there is no guaranteed response time.
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Use of the LAN and all components of the LAN is a privilege,
not a right, associated with membership in the Department of Medicine and may be re-voked at any time by your supervisor.
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Faculty members are permitted to install software on their computers
related to the Mission of the Department of Medicine. All other users must
request permission from their administrator/supervisor or Division Chief to
install software on their computer.
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Personal, non-mission based, software is not permitted on any computers
attached to the Medicine LAN. (e.g. Web-shots, Quicken, AOL, games, instant
message clients, screen
savers etc. ) The Department is not responsible for problems resulting from
software installed by the individual user. In addition Medicine I/S has the
right to remove non-approved software found to be pirated or conflicting
with the LAN. Anti-Spyware software is installed on all computers to
help prevent known spyware, adware and unsecure applications from running.
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It is the users responsibility to provide a legal license for any software
on the users respective computer not installed or supported by Medicine I/S.
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Installation of software programs is not permitted on any departmental
servers without the permission of Medicine I/S. Medicine I/S has the right
to remove application software installed on our servers by individual users
without warning.
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All data files stored on the LAN are protected by tape backup and virus
protection. It is the users responsibility to save data files to the server
for sharing and backup purposes. Personal files, not related to the mission
of the Department, are not allowed on Departmental servers and Medicine I/S
has the right to remove these files without warning or notification.
Any Patient Health Information or sensitive data must be stored on
departmental servers or authorized campus systems. Medicine I/S is not responsible for any data not stored on the server. Each user must take the necessary steps to protect, secure, and backup any data stored on local media like flash drives, hard drives, cd, dvd etc.
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All users are given 500Mb of disk space on the server
to start. If more space
is needed, the user should request additional space through their
supervisor.
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All users must have a
unique account and password to login to their computer and/or any
server connected to the Departmental LAN. All system passwords must be at least
8 characters long, changed every 180 days, and include a combination of letters, numbers and at
least one special character (!@#$%^&*.) Sharing
or visually displaying your password (e.g. Post-it note on monitor)
is not permitted, is against campus policies, and will be removed by
Medicine I/S if discovered. When possible, these rules will be enforced
automatically.
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Internet Web-browsing for personal use is at the discretion of your
supervisor and must not interfere with the completion of employee’s work
responsibilities.
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Users are required to follow
HIPAA policies/guidelines at
all times.
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A password protected screen saver is required
and automatically set on
each computer. The screen saver will lock your computer after 15 min. of
in-activity. Your Novell password is necessary to unlock it. Disabling a
screen saver or changing it's password protection features is
prohibited.
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All users must
lock or logoff their pc when it will be un-attended.
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Symantec Antivirus
Corporate Edition is installed and required on all computers.
Attempts to remove or disable Antivirus software is strictly
prohibited.
E-MAIL
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Email may not be used for spamming (inside or outside the company), virus
alerts, chain letters, and "junk mail" (e.g. "tickets for sale"). All
incoming internet e-mail is scanned to help filter out SPAM from your
inbox. Click here for details
on how this process works.
- Email should not be used for the wide distribution of large attachments.
Attachments are limited in size to 25Mb.
- Automatic forwarding of
incoming e-mail to an e-mail address that does not end in umaryland.edu or
umm.edu is prohibited.
- Authorized users may send to large distribution
lists for official communications
only.
- Email may be used for communication with family members and friends.
However time spent using email for personal purposes should be kept to a
reasonable minimum during business hours and not interfere with work
responsibilities. Personal attachments are not allowed. (e.g. "pictures
of grandchildren, funny programs/games "). Personal e-mail
should not be permanently stored in GroupWise.
- Each user is given a 500Mb mailbox limit in
GroupWise. Deleted items in the GroupWise Trash are retained for
14 days. All messages(e-mail, calendar, tasks, checklists etc.) are retained for 18 months. Messages older than 18 months will be deleted from your account automatically unless they are moved to your archive.
- E-mail attachments with the following extensions
(exe, pif, js, bat, com, vbs, scr, cpl, hta, eml, rar, cmd) are
blocked for the purpose of preventing e-mail viruses. In addition
each e-mail, sent or received, is scanned for known viruses. If a
virus or restricted e-mail attachment is detected, the e-mail will be
blocked and the sender will be notified via e-mail.
- E-mail containing PHI (Protected Healthcare
Information) sent to a non-UMB e-mail address is highly discouraged. (If the
address does not contain umm.edu or umaryland.edu it should be considered non-UMB)
If you must send e-mail containing PHI please minimize the amount of data and
try to generalize it if possible. (An example is sending information
but not including the patient name. By doing this it makes it harder for
someone to link the data with the patient.)
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The following will be appended to all outgoing internet
e-mail:
Confidentiality Statement:
This email message, including any attachments, is for the sole use
of the intended recipient(s) and may contain confidential and privileged
information. Any unauthorized use, disclosure or distribution is
prohibited. If you are not the intended recipient, please contact the
sender by reply email and destroy all copies of the original message.
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