This newsletter contains relevant information for all staff, for instance GDPR rules, IT security and procurement. Furthermore we use the newsletter to collect IT news or information regarding IT changes from AU, NAT-TECH IT, AU IT and other sources.

If you have information or IT tips which are relevant for future IT newsletters please contact Charlotte.

The IT committee plans to visit all offices along with LAMU (represented by Thomas Ulrich who is the work environment representative for researchers and administrative staff).

The purpose of these individual visits is to provide onsite and personal guidance about safe IT usage, office layout and with the option for everyone to have IT and work environment related questions answered in person.

For us to live up to the AU "maturity evaluation" we will ask focused questions about IT security at AU (within the subjects: GDPR, data storage, phishing etc.).

Because of the Corona-situation this visit will take place later in 2021.

Basically you should consider the following:

• The desk should be adjustable, make sure to have sufficient space and it must have a proper height.
• The chair should be adjustable, the back of the chair must provide support and it is not recommended to have an arm-rest on the chair.
• You must have sufficient room for your legs.
• Monitor and computer are preferably separate, it is not recommended to work on a laptop all day (alternatively use a docking station and connect a monitor and necessary input units).
• The monitor must be able to turn, tilt and adjust its height. Incoming light is best when coming from the side. You must have sufficient distance to be able to read comfortably. 
• The keyboard should be separate from the monitor, here you may find a solution to support your lower arms.
• Mouse: It is a personal matter what the best solution is, some prefer the cheapest standard cord-mouse, others need a mousetrapper or other cordfree type that provides more variation.
• Take breaks regularly, supplement with physical exercises that supports neck, back and arms.
• Make sure to vary your work, make it a habit to be standing up or walking around when doing phonecalls.
• If you use a laptop, only do so briefly.

Remember that preferences are individual: If you share office setting with a family-member you may find that your needs are different.

Links and more information:

• Arbejde ved computer
• At-vejledning: Skærmarbejde
• At-vejledning: Hjemmearbejde

802.1x authentication (port security) is already used at AU on the wireless network (Eduroam). Now 802.1x will be implemented on the cabled AU-network too. Doing so the client-network will be divided into 2 separate networks: A "Managed net” and an ”Unmanaged net”. Units on the Unmanaged network are often old units that are not patched (and therefore don't belong on the Managed net), often it is lab machines or custom built units for research purposes, therefore often referred to as the "lab-net". Old units are expected to be a security threat, since they are not updated and can easily be hacked whereby external criminals have access to the AU network.

The separation into two networks is carried out according to unit access to the network within the last month: Units managed by AU will automatically stay on the regular (Managed) client-network. Units that do not fulfill the requirements (but have been connected to the network within the last month) will be moved to the Unmanaged net.

There is an option to fall-back, if something isn't working after the change: A unit can be moved back to the client-network.

The Unmanaged net will not be maintained further. You can not have "new" units added after the separation has been carried out. If you need 2 units that in principle are "unsafe" to be on the same network, they must be moved manually to the lab-network.

Units on the lab-network have no rights from the get-go, but you can ask to have most permissions granted (likely most that you need) if you describe what the unit needs to access and by which machines. If necessary for the unit to function it can be configured with a fixed IP address, if so it may be relevant to describe which LAN port the unit will be plugged into.

Units on the lab-network have limitations, eg. you can not reach them through SSH (encrypted remote access) from the open Internet.

Considering the Corona-situation we expect to have many units that will have to be handled manually at a later time.

For many users there will be no noticable difference before and after the separation.

Officially the word from AU is that you may only use VPN-access from AU-computers:

If you don't have the option to work on AU-equipment, but work from a private computer, you may not install or log onto VPN for security reasons.

This restriction may make it difficult for students, guests and collaborators who also need access to the AU network to use different services. At AU IT they are working on different solutions, for now these are the options:

If possible you can purchase an AU-laptop computer to provide the student, guest or collaborator with the option to borrow this for the duration of the project.

The Geoscience secretariat has a limited amount of laptops which can be borrowed by students, guests or collaborators for a limited period of time. Eg. until the project has purchased a laptop for the person.

External collaborators (which are here defined as people without an AU-ID) can be setup for "consultant access".

Regarding use of licenses there may be other solutions than through VPN. There is an option for remote access (eg. Horizon) or through an Access Point (ADP). If an AU-machine (physically on the AU-network) is used as a terminal, you can provide access for specific remote users.

If you need remote access to an AU-computer or the AU network: Ask IT support and be specific with your needs and not the solution, there may be a solution already established that fulfills your needs. Use the portal to make a request.

On March 9 2021 the following was sent from NAT-TECH IT:

AU-IT is working to increase IT-security and we need to find a solution with the computers that no longer meets the requirements.

Are you the owner of, or do you use a machine with Windows 7 that has access to the network, we need to find 1 of the following 3 solutions that suits your situation:

1. The machine keeps Windows 7, but is moved to a closed network without Internet access.
2. Upgrade to Windows 10 and subsequently encrypt the hard disc (if you wish to have access to the open Internet).
3. Replacement of computer if 1 and 2 is not possible.

Please contact NAT-TECH IT support as soon as possible and make an appointment.

The Lifesize platform in auditoriums is outdated, both on security and hardware level, and it is becoming increasingly difficult to keep it stable for NAT-TECH IT and the AV-support.

The new solution Panopto is in development, containing all new hardware and on a new platform. Since part of the development process is to have the system customfit for AU's needs, the solution is not expected to be operationable before July 1 2021.

As an alternative to Lifesize, and until the new Panopto-solution is ready to use, there is a quick fix that is recommended to utilize: A professional camera will be setup and the user only has to connect the system with a USB to the computer, select sound and camera in Zoom. Hereafter the teaching session can be executed as normal.

A guide to connect and use the solution has been made, it is ready and implemented in Auditorium E.

Lifesize will not be turned off and can be used for emergency situations, please note that it is very unstable.

If you experience issues with the Zoom solution, contact IT support at 21 72 87 80.

After the rubuild in 1671 some new teaching- and meeting rooms have been established.

As a result some Outlook ressources have been cancelled and new added. The following calendars should be used to book rooms:

Teaching:

• 1653-014 Mikroskopisal Undervisning (30)
• 1653-018 Undervisning (20)
• 1671-137 Aud-1671 Undervisning (98)
• 1672-141 Undervisning (26)
• 1673-118 Computerrum undervisning (20)

Meeting:

• 1671-241 Mødelokale (16)
• 1672-114 Mødelokale (8)
• 1672-238 Mødelokale (10)

All calendars are now active in Outlook.

Note: If you have saved a room that still exists in the Outlook calendar, the ressource must be deleted and loaded again. This should be carried out to ensure that the Outlook-ressource is fully updated with the locations current function and all new bookings are added to your calendar.

From AU-Procurement:

The delivery situation on the market
Rising global demands for IT hardware products is pushing the capacity of the component supply. Component suppliers are trying to increase production, but a shortage of raw materials for components presents continuing production challenges. It is this challenge that causes delays in PC deliveries to AU.

Emergency PCs
We follow the situation closely and do everything we can to deliver PCs to everyone again. We have regular follow-up meetings with HP and Comm2ig. Related to this, it has also been possible to request "emergency PCs" for AU. It is not enough to cover all our needs, but it is possible to prioritize PCs for the most urgent orders.

Be sure to place your orders for 2021 now
We need to prioritize our orders with the manufacturers. Therefore, it is important that you place your orders via the webshop as soon as possible. That way, it will be easier to ensure that our delivery needs are met in the fall. When you place the order, please note how urgent your needs are.
The faster you place your order, the more likely it is that the PC will be in stock when you need it.

Buy through the IT webshop
It is important that we continue to buy our equipment via the IT webshop. This is to ensure that IT support can provide the best service now and in the future. AU has for many years had its own range of PCs, and this has resulted in high-performance PCs that also meet the requirements for a modern workplace in the coming years. AU buys quality PCs and therefore has extra requirements for service and a longer service period than for a normal PC. In addition, AU's PCs are adapted to AU's systems, including setup, theft marking and security policies.

Link to IT-webshop

Electronic components can contain hazardous and environmentally damaging substances, but also components that can be reused. Either way, when you need to discard equipment it should be placed in the container for electronic devices (located at the car elevator), once it has been cleared:

• Computers and external hard drives: Delete sensitive personal data and destroy the disc(s) physically.
• Mobile phones and tablets: Delete sensitive personal data and reset to factory settings. Remove the SIM card and memory card (if applicable). Hand in to the secretariat.

Equipment that has been labelled with an AU registration number must be deregistered correctly. Download the deregistration form and fill it out, have the head of department sign before you send it to anlaeg.okobyg@au.dk

Because of the Corona-situation we must limit the number of people that turn up physically at the Helpdesk - and only by appointment in advance with IT support. This applies to support requests as well as for picking up your purchased or repaired equipment.

As an alternative, use the new portal to create new IT cases or follow the progress of ongoing cases.

Use phone 87 15 40 10 for acute IT-emergencies.

Opening hours for showing up in the IT helpdesk and for calling can be found at the NAT-TECH IT website.

Due to the Corona-situation we do not currently have regular onsite support. Physical onsite visits to Geoscience can be arranged individually with IT support. How fast you can acquire support depends on the specific problem.

Geoscience IT committee (including newsletters)

Geoscience IT webpages (including policy for using e-mail and calendar)

AU IT (general service and support pages, with contact-info)

Service portal (follow or comment on your IT cases)

NAT-TECH IT webshop (IT procurement, requires AU network)

AU IT security (including information about GDPR, phishing, data storage etc.)