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Office of the President
University of the Pacific
3601 Pacific Avenue
Stockton, CA 95211

September 3, 2009

ISPC Meeting Minutes

September 3, 2009

Library Community Room

Call to Order: 1:03 p.m.

Present: Bergstrom, Brodnick, Denney, Fox, Frederick, Gilbertson, Griffen, LeGreco, Johnson

Not Present: TEC Chair, Jacobson, Yelpaala, ASUOP Representative

Guests: Rod Cook, Rob Henderson, Peggy Kay

Minutes: The minutes from August 17th were approved as amended with one correction.

Announcements: Phil requested that the group think about issues that should be reflected in the strategic plan pertaining to the wide range of information management. Janice mentioned electronic textbooks. Scott Christensen is working on this issue with TEC, and it will be a future agenda item for ISPC. The issues of video communications and IT programs across the three campuses, and social distancing will be moved up to higher point levels.

Video Conferencing:
This is part of the three-campus communication issue. Technology and facilities will need to be upgraded. The group expressed some of the issues that they are having and would like to have more information about what is causing the issues. A report will be prepared within OIT to address the issues. An evaluation of how the rooms are used, and an assessment of what exists is currently being done to help with the upgrade approach for optimal use.

Strategic Plan for Information Technology, 2008 - 2015:
Rob Brodnick summarized the changes to the document. The mission, values and goals are moving towards the front and some content is moving to the appendices. Service will be added to the values as discussed at the last meeting. Appendix IV has the strategy issues illuminated, which was used to create a survey in relation to the grid on page six. The results of the survey were given to the group at the meeting. Each of the members rated the issues from 1-10 in terms of distinctiveness and mission criticality. The mean of the two is plotted on the chart. The results are spread across the chart. The group discussed the possible order of the strategies and how they judged distinctiveness and mission criticality. The next step would be to create draft strategy statements for each of the strategic areas. This will lead to projects, which would lead to funding proposals. Phil requested that OIT leadership formulate a first draft to be reviewed by Rob, Larry and himself before it is brought to ISPC. PR15 has provided guidance, but there should be a plan to match the IT goals with PR15. Rob encouraged the group to identify the three components that should be included in the plan of the strategy; creation of the image and destination, qualities that can be quantified around the destination, and methods of how to arrive at the destination.

Information Management Policy:
The policy describes different information classifications; public, restricted access, and confidential. Rod has been working with the Data Stewards to create a matrix of guidelines for the categories, and for handling various forms of media based information. The policy states that encryption of the hard drive is required when using a laptop or any form of mobile computing. With help from McGeorge IT, Truecrypt has been evaluated and is now available to be deployed free of charge to anyone for compliance. The group discussed other data levels of classification and possibly adding various degrees between public and restricted access due to the sensitivity of the categories. Since this does cover some paper handling, it may be important to know how paper documents are being protected within the categories, which is related to the Data Retention Policy. Phil suggested more specifications on how this will be implemented. ISPC may have to decide the definition of risk related to this policy. Some departments may have to restrict certain practices because of the type of information they handle. Staff may need training about sensitivity of information.

Microsoft Office Versions:
The group discussed the issue of users having different versions of Office and how it is related to Banner. The various aspects of the issue will be discussed in a future meeting.

Adjourned: 2:29 p.m.

The next meeting is scheduled for Thursday, September 17 at 1:00 p.m. in the Library Community Room.