The following are some important updates to LLCC Chapter 10 Information Technology policies that aim to enhance the security of our network environment and ensure the responsible use of technology within the college.
New Procedure under 10.2, Section 5. Remote Access: Remote access to local resources in the LLCC network environment shall be authorized and managed on a case-by-case basis based on the official responsibilities of the employee’s position at the request of the supervisor. All remote access to the LLCC local network must use a secure, College-provided solution.
This measure ensures a higher level of security and protects our network from potential vulnerabilities.
New Procedure under 10.3, Section 7.B.6) Email Forwarding: System-based email forwarding is prohibited. This means that users are not allowed to automatically forward their LLCC email to any external email accounts, including personal email accounts or other accounts not owned by the College. Exceptions must be approved in advance by the IT department and must be based on a legitimate business need. Any exceptions must be documented in writing and include a timeline for implementation and justification for the need for email forwarding.
This change reinforces the confidentiality of our communications and safeguards sensitive information.
New Procedure under 10.3, Section 8: Electronic Meetings: This policy is designed to establish guidelines for the recording and usage of meetings within LLCC’s Microsoft Teams platform, with a focus on safeguarding privacy, preventing the generation of false information, and addressing potential misuse of AI technology. Meetings shall only be recorded with the explicit consent of all participants. This consent must be obtained at the beginning of the meeting and clearly communicated. Access to recorded meetings should be limited to authorized personnel. Recordings should not be shared with individuals who were not part of the original meeting without the consent of the participants. Recordings should be retained for the minimum period necessary for their intended purpose. A predetermined retention period should be established, and recordings should be deleted after this period has elapsed. Recorded meetings should be stored in a secure and encrypted environment to prevent unauthorized access. The use of AI or any other technology to manipulate the content of recorded meetings for the purpose of generating false information is strictly prohibited. Meeting organizers shall ensure that all recording and storage practices comply with relevant data protection regulations, such as GLBA, FERPA or local privacy laws.
These updates are essential steps to align our practices with the latest industry standards, comply with relevant data protection regulations, and foster a secure and collaborative work environment. We appreciate your cooperation in implementing and adhering to these changes.
If you have any questions or need clarification on any of the updated policies, please feel free to reach out to IT. Your commitment to maintaining a secure and efficient work environment is crucial to the success of the college.