CTC News and other bytes. . .

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From Dave's Desk
by Dr. David Schmidt, Director

Welcome back as we return to start a new semester. In this newsletter I'd like to mention a few issues relating to the retention of electronic mail and other digital information.

Managing Electronic Mail and Other Digital Information

The Kansas Information Technology Advisory Board (ITAB) reviews IT-related issues in its monthly meetings. ITAB is a sounding board for the state's CITO (Chief Information Technology Officer) a.k.a. the state's CIO. As you might imagine, some of the topics are as dry as dust (to those not interested in IT), but some topics highlight issues that affect many of us at FHSU. The Kansas State Historical Society has the responsibility to archive important state documents, and the Director of the Society brought a concern to ITAB concerning the role of and management of E-mail and other electronic documents (including web pages). A committee from ITAB, the Electronic Records Committee, crafted some guidelines and highlighted some legal requirements.

Essentially, when E-mail is used to transact business related to the mission of FHSU there are obligations to retain it and provide access to it (under certain circumstances). These obligations are essentially the same as those involving paper documentation. By virtue of working for a state agency we, as individuals, have a record keeping function for official business that we conduct. We need to be careful to create appropriate electronic records because we have an obligation to retain those records for a specified length of time and an obligation to provide access to those records to those who have legitimate rights of access to those records..

The originator of the digital record (E-mail message, web page, Excel document, etc.), has the obligation to retain the record. The following examples illustrate the type of documentation to be retained. If you chair a committee and record the minutes of the meetings in a Word document, these minutes should be retained. If you propose a policy change to your Department Chair, Dean, or Provost, this too is a business-related message. If you approve any contractual agreements via E-mail related to the Virtual College, the Budget Office, or the Provost's Office, these also qualify.

Keep in mind that casual use of E-mail does not obligate you to any such record-keeping requirement. If you are a faculty member corresponding with other faculty members at other institutions or sending items of interest to others on campus, there is no obligation to retain this kind of E-mail. Also, if you advertise a change in meeting time of a committee, you have no obligation to keep that E-mail after the meeting time is fixed. In fact, speaking for the E-mail managers, it's good to keep your Inbox relatively clean. We also encourage cleaning out the Sent folder too.

Why should we keep business-related electronic documentation? There are several reasons to do so: the Kansas Open Records Act, other requirements for legal discovery, and institutional historical reasons. The Kansas Open Records Act governs public access to records, electronic or paper. Society in general has an interest in keeping those of us doing public business accountable. Furthermore, FHSU has an interest it its own history; someone may wonder why a certain policy was enacted and it is often helpful to look back at the deliberations and E-mail comments at the time the policy was created. The legal process of discovery requires an institution to divulge court-ordered information in an investigation.

It may be helpful to think of the role of E-mail in the Department of Justice's investigation of Microsoft. Microsoft conducted much of its business using E-mail, and that E-mail was available on backup systems. In the legal process of discovery, Microsoft was required to provide access to E-mail messages related to business dealings and various policies. This caused many embarrassing moments for Microsoft, not to mention the time-consuming activities involved in locating and producing the actual E-mail messages.

There are a number of guidelines associated with the Kansas Open Records Act. Some records can be deleted very quickly, others should be kept for three years (some for seven years) before one may delete them, and still others should be permanently archived. Much E-mail has very limited administrative value,

and it is classified as requiring minimal Transient Retention. For example, if you are notified of a meeting, that message is of value only until you schedule it on your calendar. There is no need to retain the message beyond that point. Other items require Intermediate Retention. This type of routine correspondence can be destroyed after it is no longer useful. Some activity logs documenting routine activity should be kept two years and then destroyed. Other items require Permanent Retention. For example, minutes of meetings and policy statements should be retained and then archived.

As mentioned earlier, the principle that governs responsibility for digital records is the following: the creator of the E-mail message, other document, web page, or file is responsible for the item created. If, for example, you are the head of a committee and you keep the minutes of the meeting in electronic or paper form, you are the person responsible for retaining those minutes for the prescribed length of time. There are a number of things to consider related to this.

* This relieves the recipients of the E-mail (or other documents) from the responsibility of keeping copies of the E-mail. This has an effect of reducing storage needs and reducing responsibility for the sometimes many recipients of a given message.

* A person is not obligated to keep the document in electronic form. If it is easier for you to keep track of documents in a file cabinet, you may wish to print out a hard copy.

* The ITAB Electronic Records Committee recommends using the Subject line in a descriptive way. We all should name the message in a way that reflects the content of the message to make retrieval easier. The names of attachments, if retained, should relate to the name of the Subject line.

* ITAB recommends creating folders in Lotus Notes and moving official E-mail into those folders. That helps to organize your E-mail, and it ensures that the E-mail is backed up centrally in the CTC. If you are concerned that Lotus Notes may go away someday, we will provide some kind of migration path for those documents. You might often have several types of Official Business E-mail folders. For example, if you are the chair of a search committee, you might name the folder Search Committee. If you keep the minutes for departmental meetings, you might label the folder Department Minutes. Note that as long as you keep E-mail in the Official Business folders, it will continue to be backed up centrally. When you send messages to others, you might also send it to yourself and then move it to the relevant folder.

* You can archive your Lotus Notes E-mail. There is an archive function within the Lotus Notes client software on each PC. Archiving E-mail messages is a great way to retain important E-mail messages while getting them off the server. Keep in mind that if you do archive it, it resides on your PC's hard drive. It will no longer be backed up centrally on the Notes server. To protect it further, you may wish to copy the archived file to a ZIP disk, burn it onto a CD-ROM, or save it on a CTC-maintained network file server. Be judicious with the archive function. You may wish to leave your official E-mail folders unarchived (so that continues to be backed up centrally). For help with archiving, see the article Archive Mail Procedures in the Fall 2001 CTC Newsletter at http://www.fhsu.edu/ctc/newsletters/news.html or contact Mark Griffin or the CTC HelpDesk.

* If you have a web page with official FHSU business on Bigcat, web pages are backed up centrally. If you put it on a web page on a departmental server or on your individual PC, it may not be backed up centrally.

Getting Rid of Unwanted E-MAIL

The ITAB Electronic Records Committee recommends that we have a schedule for deleting E-mail. Part of managing E-mail is getting rid of E-mail that need not be kept. Deleting unwanted E-mail makes searching through the remaining E-mail faster and more efficient. A question arises: Suppose that you delete an E-mail message. How long does it remain in the (backup) system? Here are some scenarios. Notice that the Lotus backup software no longer requires us to bring down the system for backup. The scheduled backups occur Tuesday, 2am through Saturday, 2am.

* If you receive an E-mail during the day or evening before 2am and you delete it that same day, it is not backed up centrally.

* However, if you receive an E-mail during the day, respond to it, and then delete it; your response may be saved in your Sent folder. If it is saved there, it will get backed up centrally. This depends on your setting (see the article Save Sent Mail Options on page 4 of this newsletter). If you typically save sent mail in your Sent folder, it will stay there until you delete it. Many of us typically forget about the Sent folder, so mail stays there for quite some time. I personally have the system prompt me; I don't typically save E-mails that I send unless I believe that it is important.

Suppose that your E-mail is backed up centrally and then you delete it the next day. How long does it remain in the system?

* There is a three-four week cycle of tapes. Tapes are reused after three-four weeks. So, typically a message will remain for the three-four week period.

* However, there are scheduled system backups in which a snapshot of the whole system is put on tape and taken off-site. We do this for disaster recovery and security reasons. We do this for most servers between semesters, including the Notes server. We are contemplating doing this monthly; we will inform you when we start doing this.

Nuances, Legalisms, and Technicalities

The ITAB guidelines state that there should be a record of the E-mail addresses of the receivers too. For legal reasons, it is sometimes important to know who received the E-mail. Using mailing lists (or LN groups) can make this hard to track. Many users have a number of distribution lists on their PCs for various purposes. Because they are local to their PCs and known only to the local user, this causes problems in knowing to whom the E-mail was sent. Further, as committee membership changes and the lists change, one needs to track which list was applicable at a given time.

When the E-mail is sent to the archive, there should be a record of the E-mail recipients. There are several tactics for handling this. One way is to save the E-mail in the Sent folder (and then transfer that to the appropriate Official Business folder) because the list of recipients is listed when the E-mail is sent. Another is to include one's own name in the distribution list (or LN group), so that the E-mail is sent directly to one's Inbox. In either case, one can move that specific E-mail to the Official Business folder for central backup. Another way is to archive the Mailing List (or LN group) in the Official Business folder by including each list (or LN group) in that folder along with the dates when that list (or LN group) was operative.

We have copies of the ITAB Guidelines document in Forsyth Library and in the Computing and Telecommunication Center (CTC). It is titled Managing Electronic Mail: Guidelines for Kansas Government Agencies. If you are interested in pursuing this further, please request a copy of the document. The document briefly addresses issues involving suggested retention schedules, legal requirements, types of E-mail storage, use of E-mail folders, and other related topics.

Sunguard Update

The CTC staff and others from various campus departments continue to meet with representatives of Sunguard as we work on moving to the new system.

Web-Based Data Warehouse Reports
by Al Leiker, Budget and Planning

When our users request information from the Computing and Telecommunication Center, most of it is extracted from the data warehouse and presented to the user in report format. The data warehouse is a current and historical collection of the University's information.

An extension to the data warehouse has been available for several months. It was first presented to the College Deans in August of last year. Since then, we have made the site available to a number of department chairs and advisors. This is a secured web site and any users who want access must submit a Lotus Notes Request for Computing Services to the Information Center section.

This site will change over time as new requests for information are submitted. The following is a brief description of what is currently available.

Currently, there are seven report folders and each folder contains one or more different reports. The report folders are: Instructor and Chair Reports, Nightly Ran Reports, Course Equivalency, User Ran Reports, Measurement Reports, Fact Book, and Health and Life Sciences.

The reports in Nightly Ran Reports, Measurement Reports, Fact Book, and Health and Life Sciences folders are automatically ran on a preset schedule. The reports in the Instructor and Chair Reports, Course Equivalency, and User Ran Reports folders are ran or scheduled to run by the individual user. The reason is that these reports are ran based on the user sign-on or are based on the report prompting the user for selection criteria. All reports can be viewed with your Internet browser, downloaded into Excel, or printed.

Because of space constraints in this newsletter, I cannot desccribe all of the reports available in this article. Therefore, I will give a brief description of the "Advisee Roster" contained in the Instructor and Chair Reports folder. This report contains a list of the advisees of the instructor/advisor who is signed on to the web site. It contains the same information that is currently available on the mainframe. In addition, the report has point and click sensitive columns on the report for different student information. This is called "drill through reports". There are five drill through reports on the advisee roster: (1) a report on the students entrance exam scores, (2) the students complete transcript, (3) the students current course schedule, (4) E-mail, phone number, and home address, and (5) a student information sheet that includes the students picture.

Installation and training are normally performed at the individual's desktop and it takes from 30 to 45 minutes. If you are interested in looking at the web site capabilities, give Al Leiker a call at 5543.

CTC HelpDesk News
by Nancy Geier, HelpDesk Supervisor

HelpDesk Services Available

The CTC HelpDesk is a focal point for technical assistance, referral information, and access to FHSU computing and telecommunication systems. We can help you with a variety of tasks such as accessing E-mail and gaining Internet Dial-Up access. The faculty Media Equipment Checkout service is also located inside the HelpDesk office.

CTC HelpDesk hours may be viewed along with detailed information about the services provided by the HelpDesk at http://www.fhsu.edu/ctc/helpdesk/. Specific instructions for accessing Lotus Notes from off campus, a Lotus Notes FAQ page, and other E-mail information are also available from the Faculty/Staff E-mail Information section of our web site.

We are located in Tomanek Hall 113. For all services other than Media Equipment Checkout, please contact the HelpDesk at (785) 628-5276 or by sending E-mail to helpdesk@fhsu.edu.

The Media Equipment Checkout service can be contacted at (785) 628-5521. Equipment checkout is available during regular University office hours (8am to 4:30pm M-F). If necessary, arrangements for pick up and drop off during evening hours can be made; however, all arrangements must be made between 8am and 4:30pm M-F.

Attention New Faculty & Staff. . .

Here's how to apply for Internet service through FHSU--

FHSU provides Internet service to faculty, staff, and students through "Internet Dial-Up" accounts. "Dial-up" is a process that enables you to use your computer's modem to connect to the Internet by dialing in to FHSU's remote access servers. The servers currently house 56K V.90 modems. Using this remote access, you can check your E-mail, download shareware, run statistical software, access the web, and do a variety of other tasks.

There are some minimum system requirements a computer must meet in order to do dial-up.

Internet Dial-Up accounts are only available to FHSU students, faculty, and staff. If you are interested in applying for an account, just stop by the CTC HelpDesk to complete an application. A photo ID is required. There is no service fee for faculty or staff accounts.

For more information about Internet Dial-Up accounts or other services provided by the CTC HelpDesk, view our web site. Welcome to Fort Hays - we hope you have a great semester!

Accessing LN from Off Campus

In order to access your LN E-mail from off campus, you must have Internet service (such as an Internet Dial-Up account). The most popular (and recommended) method follows:

Browser Access is simple to use and also provides access to some other features besides E-mail, such as calendars and the FHSU Address Book. First, establish an active Internet connection. Next, open an Internet browser and go to http://tiger.fhsu.edu . To open your mail, click on Faculty/Staff E-mail Access, and then enter your LN User Name and Password.

Where to Find E-MAIL Addresses

Student, faculty, and staff E-mail addresses can be found by using FHSU's E-mail address search page at http://www.fhsu.edu/esearch/.

Lifetime Scatcat E-mail Accounts Issued to FHSU Students

All FHSU students are automatically issued a lifetime Scatcat E-mail account upon enrollment. The accounts require an activation process that allows students to set their own passwords. An account must be activated before it can receive E-mail. Students who have already activated their accounts may continue to use them as before. Students who have not previously used their Scatcat E-mail can activate and begin using their accounts by doing the following:

To find a Scatcat E-mail address, go to http://scatcat.fhsu.edu/email/ .

To activate a Scatcat account and set the password, students should go to: http://scatcat.fhsu.edu/activate/ .

To log in and use Scatcat E-mail, students can go to: http://scatcat.fhsu.edu/visualmail/ .

If students prefer to use another E-mail service, we encourage them to activate their Scatcat accounts, and then forward them to their account of choice, using the forwarding instructions available from our home page at http://www.fhsu.edu/ctc/helpdesk/ .

For assistance or for more information, view our home page or contact the CTC HelpDesk.

Scatcat E-mail Lifetime Use Policy

Because electronic messaging has become a mainstay in our society, Fort Hays State University now offers its students lifetime E-mail accounts. All students who enroll at FHSU are automatically issued a student Scatcat E-mail account. An account that has been activated will continue to be available even after a student is no longer enrolled. More details can be found by viewing this policy, located under Students in the E-mail & Web Pages section on our home page.

New Products Available at Student Office Systems

Please let your students know that Student Office Systems (SOS), located inside the HelpDesk office (TH113), is a resource available to them. At SOS, students can use a scanner, print colored documents, and send and receive faxes.

The following new products* are now available:

Zip Disk                                            $10.00
CDR with Standard Jewel Case         $ 1.00
CDR (No Case)                                $ 0.50
Colored Slim Jewel CD Case             $ 0.75
Recycled Standard CD Jewel Case    $ 0.25

* For a list of all current supplies and services, visit our home page and click on the SOS link.

CTC HelpDesk Hours

Spring 2002 Regular Hours

Mon-Thurs          8am - 10pm
Friday                  8am - 5pm
Saturday            CLOSED
Sunday                7pm - 10pm

Spring Break Hours

Mar. 16 & 17      CLOSED
Mar. 18 - 22        8am - 5pm
Mar. 23             CLOSED
Mar. 24               7pm - 10pm
Mar. 25               Resume regular hours

Office hours are subject to change. They are posted outside our office, may be viewed from our home page, or contact us by E-mail or phone.

User Services News
by Viv Zimmerman, User Services

Hours and System Availability. .

CMS Availability Policy

CMS is available after 7am until midnight Monday through Friday. The systems are up and running unattended on holidays and from 2:30am Saturday until 7am Monday morning.

CICS Administrative Databases and SWS Availability Policy

The CICS administrative databases and Student Web Services (SWS) are up from 6am to 10pm Monday through Thursday and 6am to 5pm on Friday. They run unattended from 6am to 7am each of those days and also unattended from 2:30am Saturday through 7am Monday and on holidays.

Dispatch Window Hours

Spring semester hours for the CTC Dispatch Window (TH111) are:

Mondays-Fridays 8am - 5pm
Weekends CLOSED

Contact Alvin Hearne at 5687 or ahearne@fhsu.edu with questions.

CTC Labs Spring Semester Hours
(Effective January 22 through May 14, 2001)

These are the hours that the CTC Tomanek Hall computer labs will have for the Spring 2002 semester. Hours are subject to change. They are posted outside the labs and may also be viewed from our web page at http://www.fhsu.edu/ctc/labs/ . Hours will be modified for spring break week and Easter weekend.

Mondays-Thursdays      8am - 10pm
Fridays                          8am - 5pm
Saturdays                      1pm - 5pm
Sundays                        3pm - 10pm

CTC Labs Spring Break Week Hrs
(Effective March 16 through March 24)

Saturdays, Mar 16 & 23        CLOSED
Sunday, Mar 17                     CLOSED
Monday-Friday, Mar 18-22    8am - 5pm
Sunday, Mar 24                      6pm - 10pm
Regular hours resume, Monday, March 25.

CTC Labs Easter Weekend Hours

Saturday, Mar 30          CLOSED
Sunday, Mar 31              6pm - 10pm
Regular hours resume Monday, April 15.

As always, if you have questions, feedback, comments or suggestions regarding our labs, send an E-mail to vzimmerm@fhsu.edu . For more information about our services or hours, visit our web site or stop by TH127 (next to the elevator) and check with the lab monitor on duty.

New Logon in TH121

Effective immediately, in order to logon to any of the computers in TH121, users must login with their Scatcat ID and password. Any instructor who has reserved the TH121 lab for classes and plans to use MS Office applications such as Word, Excel, PowerPoint, Access, or Internet programs such as Netscape or Internet Explorer will also need a Scatcat ID and password in order to logon. Account activation may take one hour or longer; so it is imperative that your Scatcat account is activated prior to using the TH121 computer lab for your class reservation. The logon screen will display the following information and all information must be entered in lowercase:

Username: Your Scatcat ID
Password: Your Scatcat password
Domain: labs

If you need assistance signing on or using the TH121 lab, contact the lab monitor on duty in the TH127 CTC computer lab.

Other campus computer labs that are using the Scatcat login are at FL020 and the Forsyth 2nd floor lab, RH348 (English Classroom), TH125 and TH225 (GIS labs), and STH122 (Nursing).

Reserving CTC Labs

The CTC TH123 Mac Computer Lab and CTC TH121 Pentium Computer Lab are available for reservation by current faculty and staff. If any FHSU club or organization wishes to reserve the lab, the club or organization sponsor must submit the request. Faculty or staff must submit a CTC Request for Services and click on the Information Center button to reserve a lab. List the following information for each reservation: department, course number, section and course name, dates and times needed, instructor name, and how many students are in the class. We are unable to schedule the labs without this request and you may not bring a group over to use any CTC lab without a reservation. You may have your secretary submit the request for you.

Prior to submitting the request, please view the Lotus Notes TH123 Lab (Mac) Calendar or TH121 Lab (Pentium) Calendar to see if the desired lab is available by doing the following:

• Access your Lotus Notes calendar, click on the Tools button, and select Open calendar.
• From the FHSU Address Book, search for calendar in the Open Calendar dialog box and then scroll through the list of calendars to find either lab.
• Click on the desired calendar and then click the OK button.
• View the dates you want for your lab reservation and check if the lab is available.
• If the desired lab is available, submit a Request for Services to reserve the lab. If the desired lab is unavailable, check the FHSU Computer Labs Information Page at http://www.fhsu.edu/ctc/labs to see if another campus lab is available.

For the most current information to aide you in reserving either TH121 or TH123, visit http://www.fhsu.edu/ctc/labs/reservinglabs.html
If you need assistance reserving a lab, contact Viv Zimmerman at 4031.

CTC Newsletters on the Web

For your convenience, we have the past CTC newsletters posted on the web at http://www.fhsu.edu/ctc/newsletters/news.html. There are a number of newsletters out there if you are interested in viewing them. Many of them contain helpful LN hints.

LN Hints and Tips. . .

Adding Links to LN Notes

In Lotus Notes, it is simple to include a link in a note. In the body of the note, enter the complete URL such as the following: http://www.fhsu.edu/ctc/labs/ . It is also recommended that you leave a space between the last character of your link and the period if your link is at the end of a sentence as shown in the above example. It will not look like a link in the note that you are composing but it will look and function as a link in the recipient's note.

Another method for putting a link into a note is to cut the link from the URL address box from Netscape or Internet Explorer and paste it into your note. Either method works well.

Save Sent Mail Options

If you would like to check or change your sent mail options, follow these steps:

• Choose File, Preferences, User Preferences.
• Click the Mail and News icon on the left side of the User Preferences dialog box.
• In the lower section of the dialog box, under the Sending section, click the drop-down arrow and you will see three options: Always keep a copy, Don't keep a copy, or Always prompt. Select one of these options.
• Click the OK button.

Printing a Listing of Your Inbox or a Particular Folder

Some users may want to print a listing of all their notes in a View or a particular folder so that they can see what notes can be deleted or what they need to keep. If you would like to print a listing of all the notes in your Inbox or a particular folder, follow these steps:

• Open your Inbox to the main Inbox screen that displays a list of all of your mail. (To print all the notes in a particular folder, open that folder.)
• Choose File and select Print.
• Under the Content section, choose Print View.
• Click OK.

Quick Way to Delete Old Calendar Entries

If you have a considerable amount of old calendar entries from several years back that you'd like to delete, there is a quick way to delete more than one calendar entry at a time. Follow the instructions below but always be careful when deleting any entries from the All Documents folder so that you don't delete any entries that you need. The All Documents folder contains all LN entries that are currently in your Mail and Calendar database.

• Open your LN Mail and double-click on the All Documents folder.
• Scroll to the beginning date from where you want to start deleting calendar entries.
• Scroll through the list of entries in the All Documents folder and select the calendar entries that you want to delete by clicking in the Selection Column (thin column located to the left of the Who column). This will place a check mark next to those entries that you wish to delete.
• After you have marked your entries for deletion, press the Delete Key. A trash can icon will now appear in place of the check marks.
• Press the F9 Key to refresh the screen. A dialog box will appear asking Do you want to delete # documents that are currently in the Trash Folder of the database Your Name. Click the Yes button. The selected entries will be deleted.

If you occasionally find it necessary to post a personal or confidential appointment on your LN calendar, follow these steps:

• Enter the Subject, Beginning and Ending Dates and Times for your calendar entry.
• Click on the Options tab.
• Click the box next to Mark Private.
• Click the Save and Close button.

Adding Holidays to Calendar

LN 5.0 includes several choices of holiday sets that you can add to your calendar, if you wish. Each holiday will be added to your calendar as an anniversary. The holidays automatically have the option Pencil In selected. This keeps holidays free in your free time schedule. To show the holiday as busy, open the holiday entry, click Options, and deselect the Pencil In option by clicking on the box next to the option.

You can add additional holidays (ones that are specific to FHSU) to your calendar by creating a new calendar entry as an anniversary. Before adding the holidays to your calendar, look at your calendar and make sure that you have not already added them. To add the holidays to your calendar do the following:

• Open your calendar, choose Tools, and choose Import Holidays.
• Select the holiday set(s) of your choice. You may choose more than one holiday set; however, usually you will only have to choose the United States set. A dialog box will appear when finished adding the holidays to your calendar.
• Click OK.

Changing Your LN Passwords

We've received a number of calls recently from users who have forgotten how to change both their "Client" and "Internet" passwords for Lotus Notes. The "Client" password is the password that is used when accessing Lotus Notes at your office workstation. The "Internet" password is the password that is used when accessing Lotus Notes from the Web interface or via the POP3 server

The information to change both the Client and Internet passwords follows. Now might be a good time to change both passwords.

Changing Your Client Password

If you are using the LN Client and want to change the password, follow these steps:

• Choose File, Tools, User ID.
• Enter your current Notes password and then click OK.
• Then click the Set Password button in the User ID dialog box.
• Enter your old password and click OK. The Set Password dialog box appears.
• Enter your new password and click OK.
• Enter your new password again and click OK. Notes then accepts the new password and you see the User ID dialog box.
• Click OK to exit the User ID dialog box.

Passwords are case sensitive and must have at least four characters. You may use letters, numbers, or a combination of letters and numbers. Try not to use a password that is easily guessed. Never use "lotusnotes", your "LN ID", "the last four numbers of your SSN", or anything that would be easily guessed such as your "birthday" or "phone number" as the password. Be sure to change your password anytime you feel that is has been compromised.

The password always goes with the user ID. It is specific to the user.id file on the computer that you are working on. The password is secure; it never goes out over the network.

Changing Your LN Internet Password

We recommend that each time you change your LN Client password you also change your LN Internet password just for the sake of convenience. It will be easier to remember the passwords if you keep these passwords the same. However, the passwords may be different if you so choose.

For the average user who is just occasionally checking E-mail from home or looking at the calendar, it may be easier to do this using the browser. The browser address for checking your E-mail/calendar when you are away from your desk or from home is http://tiger.fhsu.edu .

You must logon to the LN Client to change your LN Internet password; if you use LN through browser access only, contact Viv at 4031 or Jane at 5819 to change your password. Follow these instructions to change your Internet password:

• Open the FHSU Address Book on the NotesHub Client and click on People in the Navigation Pane.
• Search for your name or use the Scroll bar to find your name. Double-click on your name to display your personal information.
• Click the Edit Person button. Under the Basics tab, go to Internet password and highlight the data that is shown (it is an encrypted version of your current password) and type in your new password to replace it. Write down your password and keep it in a secure (locked) place.
• Click the Save and Close button. LN will automatically encrypt your password upon exit.

FHSU CTC Handbooks Database

We've created an R5 Beginning Lotus Notes Client Handbook in a database on Lotus Notes. It contains basic information to aid you with answers to questions that you may have in using version 5.0.

Use the following instructions to load this database to one of your LN Bookmark folders (Favorites or Databases) for later reference:

• Click on File, select Database, and select Open.
• Change the Server to NotesHub/FHSU.
• Under the Database section, scroll down to the yellow apps folder.
• Double-click on apps to open the folder and scroll to find the FHSU CTC Handbooks database.
• Select FHSU CTC Handbooks and click on the Bookmark button.
• In the Add Bookmark dialog box, click the name of the Bookmark folder that you'd like to place it in (usually the Favorites or Databases Bookmark folder) and click OK.
• When finished, close the Open Database dialog box by clicking the X in the upper-right corner.

It's Your Responsibility. . .

It is the responsibility of each Lotus Notes user to keep his/her LN FHSU Address Book information updated.

Many campus users check the electronic directory when looking up phone number and office location information. In addition, the on-line LN requests also use the information contained in the FHSU Address Book for retrieving information for Requests for Services, Workflow applications, and security form routing.

Please check your information to ensure that it is correct. Check the following fields under the Work tab: Title, Company, Department Name, Location, Manager (make sure to pick from the drop-down box), Office Phone, FAX Phone, Pager and Department Number (six digit budget number).

The fields under the Home tab are optional; however, if you'd like, you can fill in your Street address, City, State/province, Zip/postal code, Country, Home phone, FAX phone, and Spouse information. The address book is simple to update. Follow these instructions:

• Access the FHSU Address Book.
• Click on People and find your entry.
• Click Edit Person.
• Click the Work/Home tab and the Home tab, and if necessary update the info.
• Click the Save and Close button.

CTC 2001 Statistics

by Jane Rajewski, Information Center Manager

These statistics were compiled for the year ending December 31, 2001.