Computing & Information Services
Computing Policy Committee Meeting Minutes
October 17, 2008
4:00 – 5:00 p.m., ETC 309
Present: Alex Botero-Lowery, Lily Copenagle, Chris Deiss, Jim Fix, Dena Hutto (for Vickie Hanawalt), Christine Morita-McVey, Kathryn Oleson, Marty Ringle, Sonia Sabnis, Robert Slifkin, Kjersten Whittington
Absent: Vickie Hanawalt, Michael Gottesman, Ed McFarlane, Darrin Pufall, Jon Rivenburg, Peter Steinberger
Jim Fix called the meeting to order at 4:05 pm.
1. The minutes of the 9/19/08 CPC meeting were approved.
2. Review of the computer user agreement.
Jim Fix noted that computing services, such as word processing, spreadsheets and email, that were once primarily part of desktop software packages are now being offered for free by non-Reed providers like Google. Since these outside providers are storing data for the people using the services, Jim suggested the CPC consider how cloud computing relates to the paragraph on confidential data in the computer user agreement.
The CPC agreed that: (1) Chris Deiss would compose an addition to the user agreement on cloud computing for the CPC to review at the November 2008 meeting. (2) Chris will work with others in CIS to establish a web page with guidance for Reed employees regarding the use of cloud computing. (3) Marty Ringle will send an email to staff that will reference the cloud computing webpage. Sonia Sabnis suggested that a similar email be sent to faculty with a link to Reed's user agreement policy on confidentiality. Dena Hutto agreed, suggesting that this link also be incorporated into Marty’s email to staff members.
Marty indicated that Reed’s attorneys are currently reviewing the wording of a general agreement for 3rd party (contractor) access to Reed’s sensitive or confidential electronic data. He pointed out that Reed will not permit access to such data, nor to Reed's network, by contractors unless they enter into a security/confidentiality agreement with the college.
3. Review of Reed’s technology policy statements
Chris suggested that the emeriti policy be updated since it references services Reed no longer uses. The CPC agreed, asking Christine Morita-McVey to make any necessary minor corrections to the computing policies and report back to the committee. Jim suggested adding a warning to the copyright law policy page that copyright holds (such as the RIAA) actively monitor peer-to-peer file sharing sites for illegal traffic. Marty reminded the CPC that CIS is producing a written document that describes what technological measures Reed is using to limit illegal file sharing, describes Reed’s efforts to educate the Reed community on the topic and describes how Reed directs its community members to legal file sharing services. Marty stated that the CPC would be able to review the draft document by the January 2009 meeting.
4. Review eDiscovery Guidelines
Marty noted that once there is the possibility of a lawsuit against Reed, the community members involved must preserve and, if necessary, produce records relating to that lawsuit, including electronic documents such as email. Marty asked the CPC if faculty should be notified of this. Kathryn Olsen suggested, and the CPC agreed, that it would be a good idea for Marty to send faculty members a short email summary of the document with links to the full document.
Jim adjourned the meeting at 4:55 pm.
The next CPC meeting will be Friday, November 21st, 2009 from 4:00 to 5:00 pm.