Technology Updates RCAS vs. State System Email Vault Email Overload Security Policies In/Out Board H1N1 IT and Financial Office Preparedness Lesa Quinn,

Technology UpdatesTechnology Updates

RCAS vs. State SystemEmail VaultEmail OverloadSecurityPoliciesIn/Out BoardH1N1 IT and Financial Office Preparedness

Lesa Quinn, Chief Information OfficerHELPDESK Number: 515-252-4782

State IT vs. RCAS Pros and Cons

Pros:•No Background Checks and stringent security requirements•No approval from Unions to perform checks•Able to load specialty software•Electronic transfers to State Systems•No CAC Cards•Downtime is drastically reduced•Manage your own IT personnel

Cons:•Cannot see global address list for entire Army Guard.• Can see guard employees if manually entered.•Cannot access some NG systems•Cannot access policies and regulations through Guard Intranet•Expensive – new hires, helpdesk requirements, software and hardware licenses •If you were a COL would you want your employees on a different system than you are on?

Email VaultEmail Vault

•Email Vault System - Symantec•Allows for backing up all email, deletion of emails, incoming and outgoing emails.

Tips for Mastering Email OverloadTips for Mastering Email Overload

•Checking email too often is a significant productivity drain. Assign times you want to check your email during the day. Turn off automatic email notification.

•Inbox should be used as a “Tickler” file.• Only handle email once

•Folders are very important to manage email accounts.

•Pick up the phone !

•Email will be monitored and space requirements may have to be implemented.

•Do not use work email for personal ads.

SecuritySecurity•Important to keep passwords to yourself.•Never allow another person to use your password.•Downloads should be limited to business use only.•Laptop Encryption Software “WinMagic” is installed on every laptop in the Department.•Family members using laptops at home.•We do security spot checks every 6 months

Departmental Policies

Internet Policy

Acceptable Use Policy

Password Policy

Email Retention Policy

Department Internet Policy

•Internet Usage – privilege – work tool

•Avoid uses of the network that reflect poorly on the Department or on State government.

•Respect privacy, sending pictures, etc.

•Downloading

•Listening to radios, music, etc.• Limits our bandwidth and is very costly to the Department.

Acceptable Use Policy(Details Unacceptable Use)

•Excessive Personal Use•Chain Letters•Gambling•Engaging in Unlawful Activities•Knowingly harming our network or using network for spam or other unlawful activity.•Use for personal profit.

Disaster Preparedness – H1N1

DISASTER PREPAREDNESS – H1N1