1. IT Workshop Presented by CoM IT Thursday, November 20th 3:30 – 5:00 PM MSB ROOM 4051 Speakers: Jesse Fatherree, Wade Hedgren, Kent Norton We will be covering these items: Email Forwarding Device Encryption CoM IT Website Cloud File Sharing/Storage

2. Email Auto Forwarding Auto Forwarding of UC email to personal email services (e.g., Gmail, AOL, Yahoo, etc.) is strictly prohibited. Under no circumstances should emails containing ePHI be forwarded to a non affiliated email service provider. Forwarding emails between affiliated entities (i.e., UC, UC Health, Children’s Hospital and the VA) is permitted and is compliant with information security guidelines for safe data practices, as emails between these affiliated entities utilize automated encryption methods. The email auto-forward option at the server level will be subject to an oversight process allowing only auto-forwarding to an affiliated entity email account (i.e., UC, UC Health, Children’s Hospital and the VA). To request server level email auto-forwarding a request can be made by calling the Service Desk at 556-HELP (4357) or by emailing helpdesk@uc.edu. If approved by the CoM, the CoM IT will work with the university to establish the server level auto-forwarding.

3. Email Accounts and Dually Compensated Employees Email accounts are automatically generated by the HR systems. If you are employed by multiple employers you may already have multiple email accounts to try to manage. This is typically the case with physicians hired both by UC and UCP/UC Health. To help simplify the management of multiple mailboxes for employees, UC Health will allow for all incoming messages to be delivered to the UC mail system. A UCHealth.com email alias can be created to direct incoming UCHealth.com emails over to UC email accounts. Kent.Norton@uc.edu nortonk@ucmail.uc.edu Kent.Norton@uchealth.com @UCHealth.com @UC.edu

4. USB Devices in the CoM 108 USB External Drives attached to computers in the CoM 123 USB Flash drives plugged into computers in the CoM 1 IOMEGA ZIP 250 USB Device

5. USB Device Encryption Excerpts from UC HIPAA Information Security Policy 9.1.10 Removable or Portable Media Devices All faculty, staff, trainees, students and others in a University of Cincinnati designated health care component may never store ePHI on thumb drives or other removable media devices unless they meet University of Cincinnati encryption standards. Smartphones and Other Mobile Data Devices Encryption: The data on the mobile data device must be encrypted. Backups of data from one device to another device that is not encrypted (e.g., if a backup of a tablet is made using an unencrypted computer) the backup data must be encrypted.

6. USB Device Encryption Options McAfee File and Removable Media Protection Preferred method Works on both PC and a Mac Centrally managed through ePO Can be used on non-managed machines Built-in Password Recovery Has a 3TB limit Drive must be empty to encrypt.

7. USB Device Encryption Options Microsoft BitLocker Built into Windows 7 & 8 Enterprise Works with any size disk Access to data is read-only on non-enterprise machines Recovery keys are not centrally managed Cannot be read from a Mac

8. USB Device Encryption Options IRONKEY Encrypted Flash Drives Encryption is built into the device Can be centrally managed Can be used on any machine More expensive (16GB = $198 + $25 management fee)

9. CoM IT Website This website is intended to improve communication and collaboration between the IT service professionals and the faculty, staff and students within the CoM. Access the site here https://share.uc.edu/uc/colleges/com/IThttps://share.uc.edu/uc/colleges/com/IT Site initially includes the following with much more on the way: Online Service Request Forms – New Hires, RDP, Lost Device, Purchasing Announcements - IT related changes/issues affecting the CoM Links – Commonly used links for CoM related IT services Frequently Asked Questions (FAQs) – View responses to commonly asked questions Access CoM IT’s document library for policies, training materials, service agreements & non electronic IT forms. - ONLINE DEMONSTRATION -

10. Data Storage Solutions UC Enterprise Storage –In process of migrating to new storage solution, Isilon. –Faster, more reliable, more space –Available from UC and UC Health network or via VPN from off-site SharePoint – OneDrive –All users currently have this available –Can store and share up to 5 GB of data in personal space –Has ability to share, view and edit documents within web browser –Open to the Internet but users must be UC employees, students or affiliates. Box.com –Currently in pilot stage - January to entire university –25 GB of space per user (expandable by request) –Box Edit app allows users to open and edit files directly from website –Files or folders can be shared with any registered user

11. More Upcoming Projects… Security Management –Enables data owners to audit and update file security on Isilon via web interface Configuration Manger / Software Center –Automates installation and updates for software

12. Thank you Questions?