Introduction

The best practices you can have for your computer are simply this: Don't take your computer for granted. By following a few guidelines, your work can be improved, productivity increased and you can have a reliable platform from which to operate. The HSC ultimately relies on the INDIVIDUAL to be most informed about one's use of the computer. By following these guidelines you can insure that not only are you in compliance with Federal, State and HSC guidelines, but that you are working to your best ability.

Updates

Almost all platforms have update tools to check for Operating System (OS) updates, patches and supplemental tools or programs that work best with the Operating System. Using either an automatic option or frequently checking security sites is HIGHLY encouraged. Review the updates and use discretion when applying the updates. If there is a question as to the relevancy of the update, its always ok to double check with Information Resources.

Action

For Windows users can visit http://windowsupdate.microsoft.com for the latest Operating System updates and patches.

By default your system should be set to Automatically Update your Operating System and may require you to install these updates when prompted, and reboot your computer once they have been installed. To insure that your Automatic Updates are turned on, click on "Automatic Updates" in the Control Panel.

For Mac OS X users go to your "System Preferences" and select "Software Update."

Virus Protection

The Office of Information Technology offers a anti-virus software and requires you to have an ACTIVELY scanning virus solution that is automatically updated if you are plugged into the network. It is vital in protecting not only your data but also the integrity of all data and computers on the HSC network.

Action

On all Windows based machines, your computer should come installed with Symantec Anti-Virus Corporate Edition. Symantec recieves its updates hourly and does a full system scan every Wednesday at 12:00pm. If your machine has expired or your anti-virus, you may request a copy to be installed on your computer by calling the Help Desk and submitting a work order.

For Mac OS X users, we offer Norton Antivirus 10.0 free of charge and highly recommend it as the growing number of viruses are now affecting both PC and Mac users.

Software Downloads

Unless software is used for business or research use, we recommend you check the source of your software you are about to load. The internet has allowed new and favorable creation and sharing of ideas, however, some would rather share your information to another company! Some programs that send information from your computer to the maker of the software is called "Spyware." This software truly is spying on you and your privacy. Many show browsing history, e-mail contacts and other information. Often, this software (once loaded) may become tricky to uninstall. This has happened before, so don't be embarrassed to ask for help to remove these invasive programs. A good indication is to read the EULA or "End User License Agreement". This legalese is often skipped to install the software, but many times it will indicate the use of the software as well as its consequences, unfortunately its often skipped!

Action

For all users read the EULA. For Windows users programs like AD-Aware and Spybot Search & Destroy are helpful in removing a spy-ware infected machine.

For Mac users, its usually easiest to throw the program files away. Be sure to empty your trash!

File Sharing

While file sharing is simple to accomplish, its also highly DISCOURAGED. Creating your own network is simply against the rules, and the ability for third parties to see your data is often at your expense of sharing your data. When vulnerabilities are discovered, a member of OIT will notify you of your problems. If problems persist, computer equipment may be removed from the network or confiscated. If you have questions about your individual setup or inquiring the best way to share data is always highly rewarded and encouraged.

Computer Naming

All computers and workgroups should follow the following naming convention set out by OIT:

• Ex. SRPH-DT-000001 or BCD-PT-000001
• or for Research Foundation computers -> *Componentname-Type-RFLast4ofSerial.
• Ex. SRPH-DT-RF0001

Personal computers, should always be checked-in with the OIT before plugging them into ANY ethernet or wall jack.

Backup

Documents, Dissertations, Grants, Evaluations, Plans, Research Methods and Histology Slides, what do all of these documents have in common? Answer: They don’t exist anymore! All of the above documents, regardless of how important they were, have been lost due to bad storage, bad backup and bad saving techniques. Here’s the way to avoid loss of the most precious of data:

1. Save your files on a reliable storage medium.

   In this we are simply saying, "save it first to your hard drive." I’ve recovered more data from a crashed hard drive than I’ve ever recovered from a Zip drive or Floppy.

2. Save your files again.

   Ok so the first copy was good, but save it again onto a different drive or storage medium, just in case.

3. Use a technique to show progressive saving of the document.

   For example, your Grant has been written, revised, and re-written and re-evaluated. Then you slept and did it again. Save your files to reflect the changes:

   1. By name By Date By Person
   2. Grant01.doc Grant032004.doc GrantCJ.doc
   3. Grant02.doc Grant032104.doc GrantTM.doc
   4. Grant03.doc Grant032204.doc GrantLA.doc
   5. Grant04.doc Grant032304.doc GrantJG.doc

Remember also that you can always search for files on a hard drive and sort them by date, regardless of platform.