1. Information Security The University of Texas at Dallas Education – Partnership – Solutions ISC Meeting December 5 th, 2014 Information Security infosecurity@utdallas.edu

2. Information Security The University of Texas at Dallas Education – Partnership – Solutions Holiday Checklist Presented by Dalton Brown

3. Information Security The University of Texas at Dallas Education – Partnership – Solutions Happy Holidays from Information Security! Will you be like Alice or Bobby this holiday season?

4. Bobby’s Checklist Thinks that his new smartphone doesn’t need a PIN code. Doesn’t have the ability to locate or wipe his new smartphone if lost. Believes updating software could break his laptop. Saves all of his important school work and music purchases to his new laptop but doesn’t back it up. Installed a fun game recommended by a stranger on Facebook. Setup a new wireless router and was too busy to set a security code. Santa is clearly not happy with Bobby.

5. Information Security The University of Texas at Dallas Education – Partnership – Solutions Alice’s Checklist Remembered to set a complex passcode on her new smartphone. Remembered to setup Find my Phone service. Enabled automatic software updates. Found a backup solution for all of her school work and valuable pictures. Only downloads new software from reputable app store. Changed the default password on her new wireless printer. Santa Approves!

6. Additional Holiday Tips Stick with reputable retailers, charities, and software download stores. You may receive emails about products, discounts, and package delivery – only click links if you are sure the email is legitimate. If the deal seems too good to be true, it probably is. Remain alert when shopping, keep purchases out-of-sight in trunk, avoid interaction with solicitors, and ask luxury stores to provide escort back to vehicle.

7. Information Security The University of Texas at Dallas Education – Partnership – Solutions Information Security – Program Update Presented by Nate Howe

8. Information Security The University of Texas at Dallas Education – Partnership – Solutions Process Technology People Vulnerability Management Identity Management Confidentiality Objectives Security Services Delivery Channels Integrity Accountability Availability Facilities Governance, Risk & Compliance Awareness & Outreach Program Scope Engineering & Incident Response

9. Information Security The University of Texas at Dallas Education – Partnership – Solutions Information Security – Program Update 2014 Activities New website with FAQs and videos Awareness brochure Open house for CS students Interviews with Mercury newspaper & radio Streamlined vendor survey Closed some Internal Audit issues Submitted annual report Disabled Server Registry reminder emails New policy submitted to HOP

10. Information Security The University of Texas at Dallas Education – Partnership – Solutions Information Security – Program Update 2014 Activities, cont. Increased number of web applications tested Promoted adoption of Secunia patch management utility Promoted remediation of system vulnerabilities Expanded disk encryption tools to include BitLocker Signed agreement to offer Box.com with NetID integration Discontinued Absolute Manage; it can now be uninstalled

11. Information Security The University of Texas at Dallas Education – Partnership – Solutions Information Security – Program Update 2015 Plans Awareness campaigns and FAQs Better risk management tools, ie. Exception Requests and Server Registry More web testing, vulnerability reduction, and patching Improved incident response tools, such as IDS and Splunk 2-Factor authentication for high-value transactions Continue rollout of disk encryption to new computers Promote approved cloud tools, ie. Box.com & OneDrive Provide access request website to replace CAR form

12. Information Security The University of Texas at Dallas Education – Partnership – Solutions Information Security – Program Update Closing Thoughts We consider the campus our customers and want to support their success. What does Information Security mean to you? What can we do for you? We are open to feedback, let us know how we are doing!

13. Information Security The University of Texas at Dallas Education – Partnership – Solutions Box.com Presented by Brian McElroy

14. Information Security The University of Texas at Dallas Education – Partnership – Solutions Box.com – What is it? Secure Enterprise Cloud Storage Platform Agnostic – Web interface plus native clients for: Windows, Mac, Linux (community supported), Apple iOS, Android, Windows Phone and Blackberry

15. Information Security The University of Texas at Dallas Education – Partnership – Solutions Box.com – Benefits File sharing and collaboration Sync files across multiple devices Directly edit files using native Office apps NetID Authentication Security – FIPS 140-2 and HIPAA compliant – meets the data security requirements of most research grants Logging and Audit Trail – see who accessed your files

16. Information Security The University of Texas at Dallas Education – Partnership – Solutions Box.com – Availability Early adopters can start using by February 2015 General availability to all faculty and staff in Spring 2015 Initial 100GB storage quota per user Those interested in participating may email infosecurity@utdallas.edu infosecurity@utdallas.edu

17. Information Security The University of Texas at Dallas Education – Partnership – Solutions Records Retention Guest Presenter: Teresa Johnston

18. create your futurewww.utdallas.edu Records Retention 101

19. create your futurewww.utdallas.edu Today’s goals What is a record? Why do retention rules exist? How long should records be retained? Where to get answers?

20. create your futurewww.utdallas.edu A state record… –Documents the transaction of state business –Is created or received by a state employee or official –May exist in any medium (on any device) –Is a record whether it is open or closed

21. create your futurewww.utdallas.edu Is anything NOT a record? An extra, identical copy of a record A blank form Library or reference materials 3-dimensional objects

22. create your futurewww.utdallas.edu A record series is… A grouping of records that all serve the same function and are all kept the same length of time. Application for Employment form Resume/ CV Cover letter TranscriptWriting sample

23. create your futurewww.utdallas.edu Why do we have retention rules? Public Information Act (Government Code Chapter 552) Open Meetings Act (Government Code Chapter 551) Records Management Laws (Government Code Chapter 441)

24. create your futurewww.utdallas.edu Can’t we just keep everything? There are consequences of keeping things too long… –Storage costs (physical & electronic) –Time spent on retrieval –Responsibility for protecting records –Legal risk

25. create your futurewww.utdallas.edu Can’t we just get rid of it all? …and for not keeping them long enough. –Criminal penalties and fines under the Public Information Act Misdemeanor: $25- $4,000, jail time, or both –Criminal penalties for tampering with government records Felony or misdemeanor

26. create your futurewww.utdallas.edu Records Retention Schedule (n.): A document that lists your agency’s records and tells you how long you have to keep them.

27. create your futurewww.utdallas.edu A retention schedule is good for: Listing the records of your agency Telling you how long to keep your records Telling you what you can destroy and when Setting up a filing system Managing inactive records

28. create your futurewww.utdallas.edu The “RRS” Texas State Records Retention Schedule (RRS), Revised 4 th edition 300 common record types Minimum retention periods

29. create your futurewww.utdallas.edu State Retention Schedules Online https://www.tsl.state.tx.us/slrm/state/schedules.htm l

30. create your futurewww.utdallas.edu UT Dallas’ schedule State agency Records Management Officers use the Texas State Records Retention Schedule as a basis for their own records retention schedules.

31. create your futurewww.utdallas.edu

32. Questions? Teresa Johnston Director of Business Services, EH&S Teresa.Johnston@utdallas.edu 972-883-2797

33. Information Security The University of Texas at Dallas Education – Partnership – Solutions Questions & Discussion Information Security infosecurity@utdallas.edu