In the area of “we need to stay vigilant” to protect our campus, I wanted you to be aware of a recent security incident that has impacted a fellow Big 12 university. The incident resulted in unintentionally exposing thousands of students’ educational records, including Social Security numbers, financial aid information, and grades. This is a possible violation of federal law and may have been the result of improperly configured privacy settings in a new cloud-based campus service.
This news was timely, as in this week’s “FYI” session, we covered new cloud-based services that are now available to campus via Office 365. It was a perfect illustration of the value provided by Information Technology Services (ITS). ITS undertakes a deliberate and thoughtful process-based approach prior to introducing any new service to campus. As covered during the FYI presentation, ITS reviews each new service to ensure it will not cause technical issues with existing services, that its security has been approved by the Information Security Office, and that the UT Service Desk is prepared to support it. While this may sometimes delay making new services available to campus, it ensures that critical business processes are not disrupted and that the university is not placed at unnecessary risk. It’s exciting to see new services become available, and we look forward to offering them to campus at a later date, following a thorough process-based vetting and testing. Please check these new features out!
In other news, the Enterprise Content Management service offering powered by Documentum D2 reached general availability this week. Why is this important to campus? Documentum offers a wealth of modern document management features, including, but not limited to, smart document storage, version controlling and redaction, native content viewing, granular security access, and automated retention and disposition policies.
Documentum meets a need that campus has been demanding for quite some time. This effort required a vast amount of hard work and collaboration between ITS Applications, ITS Systems, UT Service Desk, and Records and Information Management Services. Special thanks are owed to Maryrose Hightower-Coyle, Belinda Perez, Wesley Shinault, Tyler Mathews, Eddie Rowe, Alex Barth, Robert George, Eric Weigel, and early adopters in the Office of the President and Budget Office. Documentum D2 adoption will be coordinated with campus business leaders and progressively rolled out in multiple phases over the coming months. Eventually, Documentum will replace the Document Repository solution currently in use across campus. Great job team!!