This newsletter contains relevant information for all staff, for instance GDPR rules, IT security and IT 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.

Regular computers with a standard Windows 10 installation must be replaced no later than 2025, when Microsoft stops updating Windows 10.

This time frame allows you to include a new computer in the budget when applying for external funding (e.g. from FNU or similar).

This does not apply to Windows 10 LTSC computers: End-of-life from Microsoft is currently set to 2027 for these.

From NAT-TECH IT:

In the spring of 2022, the University management decided on a major round of savings in the Joint Administration: Increased consumption of disk space on the O-drive must be financed by the users. In 2022, the faculty will finance the additional usage, but from 2023 the expenses will be on department level.

You should look at various options to reduce disk consumption and thus the direct cost:

• Pay attention to what is saved, including whether the same data is saved in several places or several times.
• Clean up data.
• Store research data in ERDA-SIF.
• Check whether data storage can be financed by external projects.

From ST IT-support:

All employees must move their files from the U-drive (the personal drive) to OneDrive.

The transition to OneDrive is part of the rollout of AU's collaboration platform Microsoft 365. When files from the U-drive have been moved to OneDrive, they can be accessed without the use of a VPN and from all devices with internet.

Please note that it does not include the O-drive (shared drive).

You will receive an e-mail a week before you can start moving data to OneDrive.

The website has guides on how to start working with OneDrive for Windows and Mac users.

If OneDrive isn't synchronizing correctly you can try resetting the process manually:

Open Run (Windows + R) and type the command

%localappdata%\Microsoft\OneDrive\onedrive.exe /reset

and click OK to confirm.

After this, the synchronization should restart. If you have many files it can take a long time for the sync process to finish. Be aware that the synchronization stops if the file name is too long or contains invalid characters. Find more information about the us of OneDrive online.

From AU-IT:

The current Pure employee presentation websites are outdated and therefore need to be replaced.

The vast majority of content on Pure profiles will automatically be displayed in the new design. As an employee, however, you must expect to have to make some manual adjustments on the new page.

The employee pages function as an important business card to the outside world, which gives an insight into what the university's employees work with. Henceforth, it will be mandatory to update the free text field on your page.

Detailed information on how to access the new pages and how to edit them will be sent to all employees prior to the launch.

Due to technical challenges, new websites are launched from the end of week 48.

Registration of publications etc. continues in Pure!

It is important to emphasize that the Pure system will continue to be used to register publications, activities, etc. In the same way, personal data etc. still had to be entered into the employee "master card" system. The employee websites are made to show the content that is in Pure and in AU's other administrative systems in a new way.

From AU-IT:

As part of the ongoing optimization of security at AU, Office 2016 is continuously upgraded to Office 365.

WorkZone will be updated on 27 October to a version that does not support Office 2016: Therefore, all machines that use WorkZone must be updated to Office 365.

Your PC will inform you when the installation starts. The installation will ask you to close open Office programs such as Outlook, Excel and Word etc.

The installation takes approximately 10 minutes.

If you encounter any problems: Contact IT-support. They can help uninstall Office 2016 and install Office 365.

Due to a recent surge of industrial and military espionage cases in Denmark, Aarhus University is strengthening its focus on avoiding and preventing such occurrences in our research.

In 2023, PET has published a new booklet "Is your research at risk?" which everyone should familiarize themselves with.

IMPALA is AU's tool for publication analyses and is located at https://impala.au.dk (use VPN from the outside).

Data is drawn from Pure and Web of Science and it is therefore important to keep your Pure profile updated with publications etc. for the statistics to be accurate.

Note that the system is not intended to display information at the individual or group level, only at departmental level.

The head of department is an administrator and can grant access.

From AU-IT:

Apple warns that three serious security issues have been found in their iOS operating system for e.g. iPhone and iPad: A new version of the operating system has therefore been issued that closes the three vulnerabilities.

The National Center for Cyber ​​Security also recommends that you update your Apple devices to the latest version of the operating system as soon as possible.

The update is ready on the device and can be accessed under Settings > General > Software update.

If you experience any challenges with updating Apple products: Contact IT-support.

After the launch of iOS 17 in September it is expected that iOS 16 updates will stop.

From NAT-TECH IT:

Aarhus University has a security policy regarding iOS, which requires you to use the most recently updated version of iOS on e.g. iPhones and iPads, if they are used to access AU data such as mail, calendar, OneDrive, Teams, etc.

The following units are supported by iOS 17:

During the weekend 18. and 19. November 2023 AU IT systems and possibly other services are stopped temporarily due to planned maintenance:

• GitLab Patch update and OS upgrade
• Linux server update
• WorkZone - Workzone switchover test
• Syllabus, Inteum and NATSystems - Update VMware Tools and installing Windows updates if necessary

Future service windows can be found at https://serviceinfo.au.dk/en in the menu Service windows.

Use the service 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.

Max Ikkala Lerager is at the department Tuesdays 12-15.

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)

Service information (messages about acute IT incidents or scheduled maintenance)

AU IT webshop (IT procurement, requires AU network)

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