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CaTS Blog

Quarterly Security Update: Storing Sensitive Data

Wednesday, April 21, 2021

Welcome to the Spring 2021 edition of the Quarterly Security Reminders email, brought to you by Wright State's Chief Information Security Officer. This quarter's newsletter will provide you with information about the proper ways to handle and store sensitive data.

With so many of us working remotely during the Coronavirus pandemic, handling and storing sensitive data, such as social security numbers, student information covered under FERPA, and credit card data, has been a challenge for many of us.  When we do not have easy access to WSU’s network storage (H, K, and R drives) it is very tempting to store data in a convenient location such as Microsoft’s OneDrive or a SharePoint site.  As a reminder that while OneDrive and SharePoint sites are secure, they have not been cleared for the storage of sensitive data.  The type of data mentioned above should only be stored on WSU’s network storage with the exception of credit card data.  Credit card data should never be stored on WSU storage, whether locally on your computer, thumb drive, or on network storage.

Please see the Risk Matrix below:

Risk Matrix Table

If you have any questions on the best way to handle sensitive data, contact the CaTS Help Desk at 937-775-4827, or email helpdesk@wright.edu with your questions.
Reference material can be found at the following locations:

University Data Classification and Risk Matrix
https://wrightstate.service-now.com/sp?id=kb_article&sys_id=a207b44c134e57007e89fabed144b0db

HIPAA Regulations: Uses and Disclosures of Protected Health Information
https://www.wright.edu/sites/www.wright.edu/files/page/attachments/hipaa-regulations.pdf

Student Privacy and Release of Educational Records – FERPA
https://policy.wright.edu/policy/3010-student-privacy-and-release-educational-records-ferpa

ComDoc Printer Transition Update

Tuesday, April 20, 2021

Over the last few months, CaTS has been working on the transition in our print vendor from Xerox to ComDoc.  At this time, the physical transition is complete and all devices have been replaced with brand-new devices.  

CaTS would like to thank all of those from each department who assisted by sharing their needs in the many collaborative discussions we held.  With this help and the extensive historical usage data, Wright State was able to achieve new efficiencies by consolidating and redeploying, while still ensuring we effectively meet the needs of all users.  If you have any concerns about the transition that took place in your area, please contact CaTS to discuss.

We’d also like to share some of the enhancements that we were able to provide through this process.

PrintWright (Student Printing)

  • Jobs are now sent to a single Secure Print queue.  
  • Only the user who sent the job can access and release the job.
  • Users will install one printer on their personal device and can access jobs on any RaiderCash enabled device (list) on campus.
  • Users can log on with their username and password on the touchscreen if they do not have their card.
  • All devices are color-capable.
  • All devices offer copying functionality (at the same costs as printing).
  • All devices offer Scan to Email (FREE).

Faculty/Staff Printing

  • Secure Print jobs can be released at any device on campus including RaiderCash enabled devices in Labs and Hallways (with the option to charge FOAP or Personal RaiderCash).
  • All devices are color-capable.
  • More devices offer copying and Scan to Email functionality.
  • The color printing confirmation has been removed.  Please note that there is still an increased cost to the University for color printing and print color only when appropriate.
  • The supplies delivery procedure has been adjusted to achieve more reliable and consistent delivery.
  • Fax Forwarding to Secure R Drive is available on certain devices.  If this is not enabled on your device at this time, please contact CaTS to see if it is possible.

Additional Features Coming Soon

  • Mobile Printing (All Users) - Soon you will be able to send an email on any device from your WSU Email with a docx, doc or pdf attached and the file will be available to Secure Print at any device on campus.
  • Fax from Computer (Faculty/Staff) - Soon you will be able to send a fax directly from your computer without needing to print the document or go to the device.

If you need to install a specific printer or Secure Print on your WSU or personal computer, visit https://www.wright.edu/printers for instructions or contact the CaTS HelpDesk.

Finally, we’d like to share that we’ve worked with the vendor to schedule some training/question and answer opportunities.  Please see https://www.wright.edu/information-technology/printer-instructions#training for details and to sign up for a session. 

As always, if you have any questions or concerns with printers or copiers, please contact the CaTS Help Desk at 937-775-4827, or email helpdesk@wright.edu for assistance.

Phishing Scam Notice for 3/30

Tuesday, March 30, 2021

The Help Desk was recently notified of an email phishing scam that targets Wright State members. The email appears to come from the address ‘information@wright.edu' with a subject line similar to 'WRIGHT.EDU: Notice of inactive account'.

Please be aware that this is a scam. As always, do NOT click on any links or download any documents that may be contained in this email, and do not respond to this email with any personal information. If you have already clicked on a link and entered any personal information or your Wright State credentials, please reset your Campus 'w' account password immediately.

If you have any questions, or for assistance resetting your password, contact the CaTS Help Desk at 937-775-4827, or email helpdesk@wright.edu.

Resolved: Issues Accessing Webex Sessions Through Pilot

Thursday, March 25, 2021

Earlier issues connecting to Webex sessions through Pilot have been resolved.

If you are still experiencing issues or have any questions, please contact the CaTS Help Desk at 937-775-4827, or email helpdesk@wright.edu.

Issues Accessing Webex Sessions Through Pilot

Thursday, March 25, 2021

At this time, Wright State members may experience issues when attempting to join a Webex meeting or class using the Webex external learning tool in Pilot. Users attempting to access a meeting link through Pilot are receiving a 502 Bad Gateway error message, and are unable to join the session (pictured below).



Those attempting to join Webex sessions outside of Pilot should be able to continue using the service as normal.

CaTS and The CTL are working with Cisco on a resolution to this issue, and will notify campus once this has been resolved.

If you have any questions, please contact the CaTS Help Desk at 937-775-4827, or email helpdesk@wright.edu.

Voicemail Outage for 3/9

Thursday, March 4, 2021

On Tuesday, March 9, from 6–7 a.m., CaTS will be performing system updates of the campus voicemail server, causing a voicemail outage. During this time individuals will not be able to leave messages or check voicemail.

If you have any questions, call the CaTS Help Desk at 937-775-4827, or email helpdesk@wright.edu.

Phishing: Fake Job Offer Scams

Wednesday, March 3, 2021

CaTS has noticed a recent increase in the number of phishing attempts, specifically fake job offer scams and gift card exchanges, targeting Wright State faculty, staff, and students. Below is information to help keep your Wright State accounts secure:

What are Phishing Scams?

  • Phishing scams are emails designed to trick you into sending an unknown third party your account information or other personal or financial information.
  • These emails may look like they're coming from Wright State, CaTS, your bank or credit card issuer, or any other institution you do business with.
  • The links in phishing emails often take you to a web page that appears to be a WSU site, such as wings.wright.edu. You can avoid being tricked by these fake pages by typing in the URL, such as wings.wright.edu rather than trusting the link.
  • Many email scams often contain fake job offers; if an email contains poor grammar or wording, or seems too good to be true, it most likely is.

How Can You Avoid Phishing Scams?

  • Remember that CaTS, WSU, and other reputable businesses WILL NEVER ask you for any personal information, such as your username and password, via email.
  • Never respond to a suspicious email or click links in those emails.
  • Don't give out your personal information to anyone via email.
  • Don't download attachments from an email unless you trust the sender.

Questions?
If you receive an email and are unsure if the message is a scam, contact the CaTS Help Desk at 937-775-4827. We can help determine whether the email you received is real or not.

Banner Maintenance for 2/27

Thursday, February 25, 2021

CaTS will be applying security patches to Banner on Saturday, February 27 from 6–7 a.m.

Access to the following Banner services will be unavailable during this time:

  • Banner Admin
  • WINGS Express
  • Student Accounts
  • Online Payments
  • Wright1 Card Services
  • TouchNet
  • Parking Services
  • Housing Services
  • WrightBuy
  • Xtender
  • uAchieve/DARS
  • Printing using Pharos
  • eTranscripts
  • Banner Workflow

If you have any questions, please call the CaTS Help Desk at 937-775-4827 or email helpdesk@wright.edu.

VPN Access Soon to Require Two-Factor Authentication

Wednesday, February 17, 2021

Over the last month, Wright State has been subject to multiple attempts by external scammers to gain access into our internal network through the use of our VPN. Due to these incidents, in addition to both the increasing levels of motivation and sophistication of these scammers, we must put additional security measures in place to reduce risk to the entire university.

As a result, beginning May 6, 2021, CaTS will require two-factor authentication for all access to our VPN. For those individuals who do not own a smartphone, DUO security tokens can be provided at no cost. To request a security token, please contact the CaTS Help Desk at 937-775-4827.

Beginning on May 6th, when entering your username and password to connect to the VPN you will see a 'Second Password' field. In this field you will type in how you want to authenticate using two-factor authentication, either through a passcode, receiving a Duo push, or if you are a faculty or staff member, a phone call.

Instructions on how to access the VPN using two-factor authentication can be found at https://www.wright.edu/information-technology/virtual-private-network-vpn. For more information about two-factor authentication, visit wright.edu/2fa.

We apologize for any inconvenience these measures may cause, however the risk this presents to the university requires these steps be taken. If you have any questions, please contact the CaTS Help Desk at 937-775-4827, or email helpdesk@wright.edu.

Remote Environment Tools and Resources

Monday, February 15, 2021

CaTS offers a variety of tools and resources to help support an efficient remote working and learning environment. If you have any questions about the services listed below, please contact the CaTS Help Desk at 937-775-4827, or email helpdesk@wright.edu.

Note: Services marked with an asterisk* are not officially support by CaTS. 

Microsoft Office 365

  • The Office 365 service consists of a number of standard office products and services. Included in this download are Microsoft Word, PowerPoint, Excel, Outlook, Access (Windows only), OneDrive, OneNote, SharePoint, and Teams
  • To download, navigate to www.office.com and log in using your Wright State credentials. Click on the 'Install Office' button near the top right of the screen and select 'Office 365 apps'. Follow the installation instructions.
  • More information about Office 365 

Microsoft Teams

  • Microsoft Teams is a communication and collaboration tool. Instantly go from group chat to video call with the touch of a button. Securely connect, access, share, and coauthor files in real time. Stay organized by keeping notes, documents, and your calendar together.
  • To download, navigate to teams.microsoft.com and log in. Click on your user icon in the top right of the screen and select 'Download the Desktop app'. Follow the installation instructions.
  • Get more information or request a Team 

Microsoft OneDrive

  • OneDrive for Business is a Microsoft online service that provides resources for file storage, collaboration, and communication within Wright State's Office 365 system.
  • This product is part of the Office 365 Suite and can be accessed by logging in at onedrive.wright.edu.
  • More information about OneDrive 

Microsoft SharePoint

  • SharePoint Sites are online communities supporting university organizations, projects, and other Wright State-related functions. Within these SharePoint sites/communities, you can then share files, calendars, and other important information with any other members of the site. SharePoint Sites are a great choice if you want to share information for longer periods of time.
  • This product is part of the Office 365 Suite and can be accessed by logging in at office.com/signin. Select the SharePoint tile on the Microsoft 365 homepage, or in the app launcher.
  • Get more information or request a SharePoint Site  

Cisco Webex

  • Cisco Webex is the leading solution for video conferencing, online meetings, screen share, and webinars.
  • To download, navigate to wright.webex.com and log in. Click on the 'Downloads' button on the lefthand side of the screen and select the download link under 'Cisco Webex Meetings desktop app'. Follow the installation instructions.

Cisco AnyConnect Virtual Private Network (VPN)

VMWare Virtual Desktop Interface (VDI)

  • A VDI (Virtual Desktop Infrastructure) provides users with the virtual desktop environment and applications that best support their business requirements. You will need to be enrolled in two-factor authentication to be able to access your VDI either through a Duo push or a landline phone call. Read more about two-factor authentication
  • To install the VMWare VDI client, navigate to vdi.wright.edu and select 'Install VMWare Horizon Client'. Follow the installation instructions.
  • Get more information or request a VDI  

Call Forwarding

Unified Messaging

FileLocker

  • FileLocker is a secure file sharing application that allows you to securely share files with other people, both inside and outside of the university. The files are stored for a temporary amount of time (typically 30 days) and are then deleted from the system.
  • To use FileLocker, please connect to the VPN and navigate to fl1.wright.edu, then log in with your Campus 'w' username and password.
  • Get more information and directions for Filelocker

Adobe Acrobat Pro

  • Adobe Acrobat Pro is used to convert scanned files, PDF files, and image files into editable/searchable documents, as well as document editing, signature, and form creation.
  • Most faculty and staff have access to Adobe Acrobat Pro and the full Adobe Creative Cloud, and it can be downloaded either through the Software Center (Windows), Self-Service (Mac), or via wright.onthehub.com

Unsupported Applications

The following applications are not supported by CaTS or Wright State. While we do not recommend them over the previously mentioned supported apps, we will not prevent using them on WSU-owned devices. Calling the Help Desk for support for these applications will result in limited troubleshooting.

Zoom*

  • Zoom provides videotelephony and online chat services through a cloud-based peer-to-peer software platform and is used for teleconferencing, telecommuting, distance education, and social relations.
  • Zoom website

Discord*

  • Discord is a VoIP, instant messaging and digital distribution platform designed for creating communities. Users communicate with voice calls, video calls, text messaging, media and files in private chats or as part of communities called 'servers'.
  • Discord website

Slack*

  • Slack offers many IRC-style features, including persistent chat rooms (channels) organized by topic, private groups, and direct messaging.
  • Slack website

Google Voice*

  • Google Voice is a telephone service that provides call forwarding and voicemail services, voice and text messaging, as well as U.S and international call termination for Google Account customers.
  • CaTS does NOT recommend tying a Google Voice number to WSU-based phone extensions or WSU-managed phone lines.
  • Google Voice website

 

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