September 2009 IT News
Secure IM
Users of public Instant Messaging (IM) tools such as AIM or Yahoo! are subject to being hacked, having their identities stolen or spoofed, or even having their chats recorded by the service provider, which pose a major threat to University and individual privacy and risk management.
In order to provide a secure way to instant message other University of Utah personnel, an encrypted environment using OIT’s Secure IM service is now available. Secure IM makes use of the Microsoft Office Communicator 2007 client. This is only available for users who are set up on the University’s Secure IM server, and allows instantaneous communication between one or more parties by transmitting information quickly and efficiently.
For more information or to order Secure IM, see http://www.it.utah.edu/services/email/secureim.html.
Protected Health Information Breach Notifications
Starting September 23, 2009, The University of Utah will have new data breach notification requirements with regard to protected health information (PHI). The new University Rule requires reporting of a breach of PHI to the Health Sciences Help Desk (801-587-6000) or the Campus Health Desk (801-581-4000) as soon as possible, and no later than 24 hours after the discovery of the breach.
A breach is the unauthorized acquisition, access, use, or disclosure of protected health information which compromises the security or privacy of that information. A breach can be avoided by securing information through the use of a technology or methodology that renders the PHI unusable, unreadable, or indecipherable to unauthorized individuals.
Even if you are not subject to HIPAA, you must report any breaches involving PHI. This applies to PHI used in all settings – administrative/operational, clinical, academic, or research.
For more information please go to http://www.secureit.utah.edu/policies/breach/.
How to Update your Information in the Campus Directory
Is your information incorrect in the online Campus Directory? If so, you can update your email address by logging into the Campus Information System and selecting Personal Bio/Demo Information within the My Human Resources/Payroll pagelet. To have other information updated/corrected, contact your Payroll Reporter who has access to Department Job Summary (D-JOBS).
Payroll reporters can contact Sandy Hughes at 1-6455 with questions or visit http://www.it.utah.edu/services/phones/campusdirectory_dept.html.
Tax form goes Green
– by Starlee Holman
The University of Utah is now providing electronic W-2 forms thanks to the help of Administrative Computing Services (ACS). The Controller/Financial Management department, along with Financial and Business Services requested the new feature to better serve those at the U and to not only go green but save a little too.
Employees can view and reprint W-2 information through CIS in the My Human Resources/Payroll section totally free at their own convenience. The advantage of an electronic W-2 goes beyond saving money; it also offers more security and conveniences for the employees. An electronic version will be available days before the paper versions are received, not to mention that having it securely online means your personal information isn’t being sent through the mail.
Keep in mind that even if you have already suppressed your paper paycheck, this is a separate function and must be signed up for specifically. The default is to print a paper copy of the W-2, so you must sign up in order to receive the benefits of an electronic one.
