Issue 25, October 12, 2021

Don’t Update to Windows 11 Just Yet!

As you may know, Windows 11 is now available, and it looks fantastic (you can learn more on the official Microsoft Windows 11 site).

But, Let Us Test W11 Before You Install

We do not recommend immediately upgrading UTHSC-owned computers to any new operating system until the vendor has addressed any early software deficiencies, and we can confirm that your current applications are compatible with the new system.

The Pager administration process has been transitioned into TechConnect!

Visit the Pager Rental and Management Access service to add, reassign, retire and report lost/stole pagers. The process will help business managers, departments, and the Telecom Team better manage UTHSC pagers and the associated costs.

Need to Request a Pager?

All pager requests should now be submitted using the TechConnect Request Service form on this webpage.

We have talked about the difference between a Zoom meeting and a webinar. And, we have taught you how to record and upload your meetings (you've done a fabulous job, BTW). 

But are your Zoom recordings going to the correct location? Does it matter where they are stored?

Yes, it does! You should be saving your Zoom meeting recordings to OneDrive or SharePoint. While you have the option to save your recordings to Zoom, these recordings are automatically deleted after approximately 120-days, and this is not a HIPAA-compliant storage location.

Still Need Help?

Not sure how to save Zoom recordings to OneDrive or SharePoint? We mention how to do it in Step 2 of our Zoom: Recording and Uploading Meetings article, but if you need additional assistance, contact the Service Desk at 901.448.2222 or fill out a service request.

REDCap is a secure web platform for building and managing online databases and surveys. REDCap’s streamlined process for rapidly creating and designing projects offers a vast array of tools that can be tailored to virtually any data collection strategy.  While REDCap can be used to collect virtually any type of data (including PII, FERPA, 21 CFR Part 11, FISMA, and HIPAA-compliant environments), it is specifically geared to support online or offline data capture for research studies and operations.

Learn more about REDCap, including how to get access at the CBMI website.

Microsoft has some excellent training courses we recommend:

• Oct 19 - 11:00 - 12:00 pm

• Oct 20 - 3:00 - 4:00 pm
• Oct 28 - 9:30 - 10:30 am

• Oct 18 - 4:00 - 5:00 pm
• Oct 22 - 5:00 - 6:00 pm

• Oct 22 - 9:30 - 10:30 am
• Oct 29 - 9:30 - 10:30 am

The Outlook Calendar might just be the most effective way to manage your tasks and to-do lists. In this 10-minute video, Simpletivity's Scott Friesen shows you how to set up the Microsoft Outlook Calendar as a to-do list on both the desktop and mobile app. You may never look at your calendar the same way again!

You must use encryption if you are emailing anything confidential or classified such as:

• protected health information (PHI)
• personally identifiable information (PII)
• HIPAA information
• FERPA information
• educational records
• credit card information
• anything protected by governmental or institutional regulations, it must be encrypted

Encryption ensures that protected or sensitive information is not intercepted during email transmission, thus protecting you and the university from potentially costly and reputation-damaging data breaches.

How Do You Encrypt Emails?

You can enter a descriptive subject line as long as the word encrypt is included somewhere within it. Examples: New Student Information encrypt or Encrypt New Student Information.

Lean 6 Sigma
Why Measurement Matters

In Lean 6 Sigma training, we use a quote from H. James Harrington: “Measurement is the first step that leads to control and eventually to improvement. If you can’t measure something, you can’t understand it. If you can’t understand it, you can’t control it. If you can’t control it, you can’t improve it.”

But sometimes we think, “I can’t measure this,” and just give up.

GoLeanSixSigma has a great article called 7 Ways to Measure & Manage Soft Skills. Take a look – it might help you figure out how to measure the seemingly “unmeasurable.”

While reading that article, it reminded me of a story Dr. Jeff Winer told our BPM class a few years ago, but it still rings true today.

A hospital had a printer in a remote location. Residents complained about walking so far to get a printout, but the hospital rep's reply was, “Sorry, the printer can’t be moved any closer.”

That is until someone decided to focus on this pain point.

• They determined the average time a resident spent walking to and from the printer.
• They took the number of residents and came up with the total amount of time spent walking.
• Then, they put that into a dollar amount – how much money it was costing to have residents walk back and forth.

After seeing this MEASUREMENT of how much MONEY the hospital was losing by having the printer in that location, the printer was moved.

Remember, your time is valuable and a good measurement to be used when trying to improve a process.

An Insider Threat is a human security risk that originates within an organization. According to the 2019 Verizon Data Breach Investigation Report, a third of all data breaches within organizations involve internal staff. Part of the patient safety and protection of our university is knowing what is acceptable while accessing UTHSC technology, data, and resources. Help combat insider threats by understanding your responsibilities and report violations that expose us all to this threat.

Any violations or suspicious behavior should be reported to the Office of Cybersecurity at itsecurity@uthsc.edu or 901.448.1880.

Examples of an insider threat include:

• Malicious Insiders
  • a disgruntled employee
  • someone who has access to information they shouldn't
• Negligent Insiders
  • someone tricked by social engineering
  • someone who doesn't know how to protect the data they have

Both negligent and malicious insiders are highly dangerous. Their actions must be detected before any harm is done, such as granting access to sensitive data, bypassing approved security protocols, or leaking data.

Insider threats can be difficult to spot, and vigilance is needed from the UTHSC community to protect our assets. Here are some signs to watch for:

• personality and behavioral changes
• disagreements with coworkers/campus policies
• accessing large amounts of data if that is not normal work processes
• odd working hours
• attempts to move data offsite
• staff and/or Students permanently leaving campus
• unauthorized attempts to access servers and data
• authorized but unusual access to servers and data
• financial distress/unexplained financial gain

In each issue, we feature one of our amazing ITS team members. We learn more about Lisa Aitken who leads our Customer Technology Support team in this segment.

What is your role and how long have you been in ITS at UTHSC? My current role is Director of Customer Technology Support.  I’ve had the pleasure of working for UTHSC for 35 years. My employment started in the Chancellor’s Office in 1986 and I transferred to ITS in 1989. The technical achievement in 1986 was replacing 5520 Word Processors with Digital Equipment Corporation computers, DECmate & Rainbow. And yes, Rainbow was the name of a computer. Additionally, this was the beginning of email for the campus.

What is a day in the life of Lisa like? Mainly managing an awesome team, helping our campus customers, and reading lots of emails, chats, and articles. My days are successful because of our CTS team; Brad Terhune, Camielle Smith, Dylan Haynes, Michael Barbieri, Brad Gordon, Travis Grose, Cody Jenkins, Jason Kirk, Richard Williams, Kyle Smith, Nigel Riggs, Joseph Callaway, Micah Hubbard, and Eric Jackson.

What is your favorite thing about working at UTHSC? The people! I have met many awesome people, made wonderful friends, and some I consider family.

What’s something most people don’t know about you? Several years ago, I attended training at Juvenile Court for a Court Appointed Special Advocate. A Court Appointed Special Advocate (CASA) is a trained volunteer appointed by a judicial officer to provide advocacy for a child who is under the jurisdiction of the courts due to abuse or neglect. I loved it! I felt like I was helping children and helping children is a passion of mine. It had its rewards and heartbreaks but to this day, I still keep in contact with one of the children, I believe, I helped.

Lastly, I’m celebrating my 25-year wedding anniversary with the love of my life!