Computer/Software Guidelines and Policies - General Items

  • Hard drive or system crash: It is the responsibility of each user to back up their system to prevent critical data loss in the event of a hard drive or system crash. Work related files should be stored on the network drives.

  • When a hard drive crash occurs: All data stored locally on the machine maybe permanently lost, the IS Office will try to recover stored data. The Pediatrics IS Office will install a new hard drive and install all supported software. Support will also be provided to the user to help replace files from back-ups.

  • Recommended back up option: The IS Office recommends that all users back up their work-related data to the network drive, which is the G: drive in most cases, as this drive is redundantly stored, and is backed up continously. This redundancy guarantees data recovery if needed.

  • If you would prefer a back up option other than the network, the IS Office recommends you discuss alternatives with us so we may find a solution to fit your specific needs. Other back up options available:

    1. External hard drives which connect by either USB or Firewire and must be encrypted
    2. DVD±Rs/DVD±RWs (4 Gigabytes)
    3. CD-Rs/CD-RWs (650 to 700 Megabytes)

    All of these items have varying costs associated with the hardware and media needed.

  • Hardware and software upgrades: New hardware will be installed and tested by the IS Office. A back up of all known software data will be performed before any software upgrades. Support will also be provided to the user to help replace files from back-ups.

  • New systems: All new systems will be checked by the department IS Office for compatibility of hardware, setup of various parameters and loading of supported software.

  • Request for new systems: Request for new systems includes the following information.
      1. Users full name and uNID -- this is used to setup the network account.
      2. Principal use of system -- this helps determine the best type of system to purchase.
      3. Where is the system to be located -- in case new wiring or coordination with other departments is needed.
      4. Billing information - used to charge back the purchase price if purchased by the IS Office.
      5. Completed forms, 'Computer Access Request' and 'Confidentiality & Security Form'.
  • Relocation of systems: Requests for relocating systems will help ensure cabling is ready and any special needs from other departments or facilities are orchestrated.

  • Re-assignment of system: Systems being re-assigned to new or another employee are subject to the following procedure:.
      1. System is removed to the IS Office work area.
      2. Hard drive data is copied to a secure network hard drive for storage of two months. After two months, the backup will be deleted.
      3. The hard drive is reformatted; virus scan, security patches, and requested software are loaded.
      4. System is installed on location.