Over the years 2005-2011, over 543 million electronic records containing private personal information were lost, stolen, or otherwise exposed to people who shouldn’t see them.  For comparison, the total U.S. population is around 313 million, so on average everyone has been affected and some more than once.

Some incidents involved relatively harmless data like names and addresses, but many provided identity theft gems like social security numbers, credit card numbers, and user passwords.  In addition to the obvious risk for victims whose data was accessed, a breach is expensive for the organization involved.  The response costs about $200 per record, so larger incidents can easily cost millions of dollars.

UMF has never experienced a major data breach, and we’d like to keep it that way, so we’re implementing new security changes to stay ahead of the threat. Here are some of the steps we’re taking:

• All staff/faculty computers are now issued with full hard disk encryption, so if one is lost or stolen, no private data can be accessed.  We also offer help to staff who want to encrypt their current computer.  For Mac folks with with OSX Lion, we have a blog post explaining how to protect your computer using Apple’s built-in FileVault utility, and more tutorials will be available in the future.
• All new staff/faculty computers also have sleep or screen saver settings that lock access when the computer is not in use and require a user password to unlock.
• UMF staff are required to pass an information security test, to ensure that they understand what needs to be protected and how best to do so.
• We recently completed extensive risk assessments of our servers, which allowed us to identify needs and implement additional security where it will be most helpful.
• Last year we made extensive network changes to prevent unauthorized network access to all computers that process credit card transactions.

Our current security push is part of a larger effort underway on all University of Maine System campuses.  If you’d like to know more about the new System-wide security policies and plans, visit the System’s Office of Information Security web site.

Tom O’Donnell
Senior Manager of Network and Server Systems

Linux is an operating system, just like Windows and Mac, but it is open source. Open source means that it is free to use, redistribute, and change at your will. This comes with a lot of benefits. First is obviously the free part, and it comes with an open source program for almost anything (and still more) that you can think of. Linux is more secure than other operating systems because of the amount of people that collaborate from all around the world to make it that way.

There are many different distributions of Linux out there, one being Ubuntu. Ubuntu is a great choice for Linux beginners because of its similarities to Windows and Mac. I used Ubuntu for all four of my college years without a problem. Some people are scared to try Linux because they think it’s only for tech and hardcore computer geeks. This may have been true 10 years ago, but things are changing and becoming a lot easier for people to make the switch. Not only can you find a drop in replacement for almost anyprogram you are used to for free, but you have the ability to completely customize almost anything to your liking. It’s nice not being locked down by a company telling you what you can and can’t do with “your” computer.

Linux is not going anywhere, and will continue to become more and more popular on home computers. I would recommend it to anyone, and you won’t ever have to worry about viruses. Give it a try, you won’t look back!

Kieran Nichols
Web Developer

Does this interest you? If so, this service is available from the LaunchPad of our myCampus Portal: https://mycampus.umf.maine.edu

Tiffany Maiuri
Director of Application Development and Support

Every time you visit a web page, the web browser (e.g. Internet Explorer, Firefox, Safari, etc.) stores information from the websites you visit. This is called the browser’s cache. The cache contains a record of the items you have seen, heard, or downloaded from web, including images, sounds, web pages and cookies. Typically, these items are stored in what is called the “Temporary Internet Files” folder. You should periodically clear the browser cache to help your web browser function more efficiently. It is also important to clear browser cache when upgrading to new software systems. Information is provided below about how to clear cache from various browsers and browser versions.

If you are not certain which version of a browser you are using, select the Help menu option located at the top of the browser window and then, depending on the browser, click on “About Mozilla Firefox” or “About Internet Explorer” or “About Safari.”

Internet Explorer 8

1. Close all open browser windows except one.

2. From the Tools menu located near the top of the open browser window, click Delete

Browsing History.

3. Deselect Preserve Favorites website data, and select Temporary Internet files, Cookies,

and History.

4. Click Delete.

5. Close browser window and re-launch.

6. Please be aware it might be necessary to reboot your computer to completely clear the

browser cache.

Internet Explorer 7

1. From the Tools menu located near the top of the browser window, select Internet Options.

2. Under “Browsing history”, click Delete.

3. At the bottom of the Delete Browsing History screen, click Delete All. A warning will display

that asks “Are you sure you want to delete all Internet Explorer browsing History?” Check the

Also delete files and settings stored by add-ons box and click Yes.

4. Click OK on the Internet Options screen.

5. Please be aware it might be necessary to reboot your computer to completely clear the

browser cache.

Internet Explorer 6

1. From the Tools menu located near the top of the browser window, select Internet Options.

2. On the General tab, in the Temporary Internet Files section, click the Delete Cookies

button.

3. When that is finished, click the Delete Files button.

4. Click OK and then OK again.

5. Please be aware it might be necessary to reboot your computer to completely clear the

browser cache.

Firefox 3.5 and above for Windows

1. From the Tools menu located near the top of the browser window, select Clear Recent

History.

2. From the Time range to clear: drop-down menu, select Everything.

3. Click the down arrow next to “Details” to choose what history elements to clear. You should

check Browsing & Download History and Cache. Click Clear Now.

4. Close browser window and re-launch.

5. Please be aware it might be necessary to reboot your computer to completely clear the

browser cache.

Firefox 3 for Windows

1. From the Tools menu located near the top of the browser window, select Clear Recent

History, and then select the items you want to delete: Browsing & Download History,

Cache, Cookies.

2. Click Clear Recent History.

3. Close browser window and re-launch.

4. Please be aware it might be necessary to reboot your computer to completely clear the

browser cache.

Firefox 3.5 and above for Mac OS X

1. From the Tools menu located near the top of the browser window, select Clear Recent

History.

2. From the Time range to clear: drop-down menu, select Everything.

3. Click the down arrow next to “Details” to choose which elements to clear. Click Clear Now.

4. Exit and re-launch the browser.

5. Please be aware it might be necessary to reboot your computer to completely clear the

browser cache.

Firefox 2.0 – 3.0 for Mac OS X

1. In Firefox, from the Tools menu located near the top of the browser window, select Clear

Private Data.

2. Select the elements you want to clear: Browsing & Download History, Cache, Cookies, and

then click Clear Private Data Now.

3. Exit and re-launch the browser.

Safari for Mac OS X

1. From the Safari menu, select Reset Safari.

2. From the menu, select the items you want to reset, and then click Reset.

3. Please be aware it might be necessary to reboot your computer to completely clear the

browser cache.

Angie LeClair
Administrative Assistant

1. If your camera or recording device records to an internal hard drive or removable media (such as an SD card) check the record settings.  Typically the default settings are a compromise of image quality and recording time.   If the final result is a DVD that will be shown to your professor and classmates you don’t want to end up with a bunch of fuzzy Lego people running around on the screen.  If possible I recommend using the highest quality settings – you want it to look good.

2. Make sure the camera you will be using records the video in a file type that is supported by your editing software.  If you’re not sure, do a quick recording and then copy / download the clip onto your computer’s desktop.  Open your editing software and see if it will allow you to import the clip.  If it does it quickly and directly, the video quality looks good, and there’s audio, you’re ready to move on.  If not, there are usually ways to work around this, but it involves more time and effort.

3. Turn off the date / time display on the camera.  If this is left on during recording it will be there on your video.  Not only is this annoying, it makes it easier for viewers to tell where you did the edits and it also shows your professor that although you’ve been working hard on your project all semester somehow all the video was shot over the last two days.  Ouch!

4.  Turn off any video effects or transitions.  Most cameras can do an amazing assortment of tricks – recording in black and white, strobing, making freeze frames, etc.  While these are nice, you can create all of these later with your editing software.  Unfortunately the software can’t undo them if that’s the way the original video was recorded.  Save yourself a headache and concentrate on recording good, clean video.

5. Use a tripod.  If your subject is stationary your camera should be too.

6.  If you’re not going to use a tripod at least turn on the image stabilization.  It’s not perfect, but it helps (especially if you’re coming down from that sugar high or working on your 5^th cup of coffee).

7.  Keep it on the level.  Camcorders and other devices are light weight and easy to handle.  Sometimes there’s the temptation to rotate the camera 90 degrees to make the picture fill the viewfinder better (just like my digital camera!).  The problem is most software programs won’t let you correct for this, and if they do it takes a long while to crunch all those pixels to the correct orientation.  Laying the LCD on its side while you playback your video is not an option.  If it helps think of it in printer terms:  Video recording – landscape OK, portrait Nay. (Sorry, my kids had a unit on Patch the Pony).

8. Always start recording a little early and leave it on for a few extra seconds at the end.  When I’m recording people I always start the camera about 5 seconds before I ask them to begin.  You can always edit out unwanted stuff, but if you start late or the end gets taped over by the next segment its more challenges you’ll have to work around.

9.  Keep the sun, windows, or strong light sources behind you or off to the side.  Most cameras automatically adjust the aperture based on the amount of available light.  If there is a lot of light coming from behind or near your subject the camera is going to compensate by making the person appear very dark or as a silhouette.  Unless your topic involves people in the witness protection program make sure you position the camera properly so their smiling faces are clearly visible.

10.  Take some extra shots.  Before you head out shooting it’s a good idea to jot down a list of the types of shots and scenes you need.  While you’re on location do at least a couple of takes and get some additional shots using different angles and zooms.  With editing it’s always better to have too many good choices than scrambling to find something that will have to do.

11.  BONUS!  Keep the original video until the project is finished.  You’ve heard it many times before (and you’ll hear it many times again) keep a complete copy (and / or the original) of all your video.  If someone records over your tape, the laptop crashes, the SD card gets reused / reformatted /damaged / lost you don’t want to have to pick up the pieces and start all over.

I hope this has been helpful.  If you have any questions or require additional information you can contract me at hupp@maine.edu, (207)778-7445, or stop by my office – Room 002 in the Computer Center.  Good luck with your award winning video!

Tim Hupp
Academic Multimedia Specialist/Video

What else can you see using the quick access icons? Occasionally, you may receive a campus message through the portal.  The My Messages icon will drop down a list of all your portal messages.  If you click on the icon, you can go to a page that allows you to read the messages again or delete old messages.  Another, maybe unfamiliar icon, the Community icon, will drop down a list of portal Communities that you belong to.

Jami Holmes
Web Services Manager

Generally, when I hear the word ergonomics I think about how my workspace and my body should “fit” with each other.   The computer screen must be the correct height and distance from me and the keyboard and mouse should be oriented so that my arms are bent at 90 degrees… the basics I remember learning about over 2 decades ago.

Did you know that if you spend hours every day at a desk there are over 20 features to a chair you should look for before choosing the right one? The backrest should be no less than 12 inches wide and 15 inches high.  It should also conform to the contours of your lower back.   The armrests should be soft, padded and wide enough to support your forearm.  Even the front edge of the seat pan should be rounded so as not to cut off circulation in your legs. And these are only a few of many specifications for proper seating.

Apparently my telephone has been on the wrong side of the desk for decades!  Until today, it has been to my left, within reach if I extend my left arm fully.  While this is not a problem when thinking about grabbing the handset and holding it up to my ear, it’s the twisting of my entire upper body to the left so my right hand can reach the keys to dial… duh!  Of course, I could slide it closer to me while leaving it on the left, but that is valuable real estate for writing/working on laptops that I am not willing to give up.  The phone will be moving to the right of my computer this afternoon!

Lighting is everything!  Reducing the overhead lighting in our area just for a few hours today has not only made my eyes feel so much better, but we have lowered our speaking tone and I even feel more calm.  The overhead lights that were turned off during this “experiment” are using more electricity than a 1600 watt hair dryer when in use. Although it may seem too dark to the average person standing in the room, Mike assures us that it, supplemented with “task lights” at our areas when needed, is the appropriate configuration for our use.

Don’t forget to “break it up”.  At least once every hour you should change the position you are in.  Get up and go for a short walk around the building, go get a drink of water, perform some other task.  Mike likes to stand when placing or taking a phone call.  Not only does it achieve the goals mentioned in this paragraph, but Mike says that it actually changes the tone of your voice to be more “authoritative”.  Not a bad idea.  I think the next time I discuss homework with my (almost 6 foot tall, 219 pound) 14-year-old son, I will use this tactic.  I’m cautiously optimistic…

While there are several other factors that contribute to a beneficial work environment, the key players for me seem to be properly supporting my body and reducing eyestrain while staring at the computer(s) for hours. I will continue to learn about other ways to work better, and the University of Maine System has many resources to do just that.  The best place to start is at hr.umf.maine.edu.  There is a section on that page (lower right) on safety, with PDFs on ergonomics for computer workstations.  While it may seem a lot to take in, I am already feeling the benefits.

Niki Haggan
Technology Support Specialist/Desktop Services

But as the report that issued this list of ‘laws” stated, “…don’t abandon all hope yet…” simply being aware of these vulnerabilities is the first step in preventing them. The “Immutable Laws” have been updated since back then to more closely resemble modern computing and they still hold true. Details and explanations can be found on the site listed below.

The 10 Immutable Laws

Law #1: If a bad guy can persuade you to run his program on your computer, it’s not solely your computer anymore.

Law #2: If a bad guy can alter the operating system on your computer, it’s not your computer anymore.

Law #3: If a bad guy has unrestricted physical access to your computer, it’s not your computer anymore.

Law #4: If you allow a bad guy to run active content in your website, it’s not your website any more.

Law #5: Weak passwords trump strong security.

Law #6: A computer is only as secure as the administrator is trustworthy.

Law #7: Encrypted data is only as secure as its decryption key.

Law #8: An out-of-date antimalware scanner is only marginally better than no scanner at all.

Law #9: Absolute anonymity isn’t practically achievable, online or offline.

Law #10: Technology is not a panacea.

http://technet.microsoft.com/en-us/library/hh278941.aspx

David Descoteaux
Technology Support Specialist/Customer Services

Benjamin Franklin famously stated, “An ounce of prevention is worth a pound of cure”.  This reference was related to his work establishing fire prevention and insurance in the city of Philadelphia.  While he didn’t envision the digital age, the quote is relevant to our digital lives.  Often we think about the devices we use, but we often fail to put value on the content we create.  It’s easy to buy a new computer, but it’s impossible to recreate pictures from your last family vacation.  The value of the data can often be priceless!

An ounce of prevention

It doesn’t matter what your backup strategy is, you just need one!  A successful backup strategy needs to follow a few rules; backup strategies need to be convenient, secure, and most importantly you need to be able to restore from it.  Convenient backups should allow you to identify the content that’s important, setup an automated schedule, and report any problems.  Security in a backup strategy is more than making sure people don’t break in and steal your data.  You need to think about having your backups in a separate physically secure location.  This will protect you in the event of fires and/or other natural disasters.  An effective backup solution should be tested.  You should be confident you can retrieve critical data when it matters most.

The Options – Offline vs. Online

Offline backup tools are integrated into both Microsoft’s Windows 7 and Apple’s Lion operating systems.  Microsoft has directions for their solution here: http://windows.microsoft.com/en-US/windows7/Back-up-your-files.  Apple has a great howto page for it’s TimeMachine offering here: http://www.apple.com/support/timemachine/.  These require you to have an external storage medium such as cd/dvd’s, flash drives, or external usb drives.  An offline backup is a little more hands on requiring you to insert or connect the backup storage device.

Online backups are offered by third parties and often are based on monthly or annual subscriptions.  Rather than using external storage, your data is sent into the “Cloud”, and is stored remotely with the service provider.  For the most part, the only requirement is that you have a high speed internet connection.  These backup solutions tend to be far more automated as they don’t require you to swap backup media.  The only downside is restoration of large sets of data can take longer, but in most cases having the data is more important than having in immediately.  A large number of service providers exist in this arena.  Wikipedia has a great chart comparing the various options: http://en.wikipedia.org/wiki/Comparison_of_online_backup_services.

What now?

The most important part is to start now and stick with it.  My hope is that you find a solution that works for you and doesn’t become a burden.  A backup solution should allow you to rest easy at night knowing your documents, pictures, movies, and other valuable content is safe and sound.

Aaron Gagnon
Assistant Director for Information Technology Services

I am including directions but want to point out the security key you will be shown on the screen is EXTREMELY important. If it is lost and your computer fails, your data will not be recoverable. If you are enabling this on a UMF owned computer, please send us this key and we will securely store it for you.

To get started, open your System Preferences app and choose “Security & Privacy”. From there you will select the FileVault tab on the top and should see a screen like this:

You will need to click the little padlock at the bottom and enter your password. From there choose “Turn On FileVault”. You will then be presented with the very important code. It will look something like this:

Write this code down and if this is a UMF computer, copy it to an email to itshelp@umf.maine.edu so we can hold on to it. If this is not a UMF computer, it may be wise to agree to send the code to Apple and generate some questions only you can answer.

Now just let the computer reboot. It will take quite some time to actually accomplish the process afterwards but you will be able to work while it chugs away.  You can always go back to the “Security & Privacy” page to see how far along it is or just to ensure that encryption is on. I’ve already done this and it was straightforward and hasn’t caused slowdowns or other problems.

Fred