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MSUNAG  November 2007

MSUNAG November 2007

Subject:

Fwd: Avoid Google Apps, Gmail, Microsoft Live Office for University business

From:

Tom Davis <[log in to unmask]>

Reply-To:

Tom Davis <[log in to unmask]>

Date:

Sun, 4 Nov 2007 12:16:23 -0500

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (89 lines)

FYI.  Dave Gift sent this to the Deans, Directors 
and Chairs list yesterday.  /Tom

>Date:         Sat, 3 Nov 2007 13:32:01 -0400
>From:         David A Gift <[log in to unmask]>
>Subject: Avoid Google Apps, Gmail, Microsoft 
>Live Office for University business
>To:           [log in to unmask]
>
>To:     Deans, Directors, Chairs
>
>From:   David Gift, Vice Provost, Libraries, Computing and Technology
>       David Brower, Assistant Vice President for Finance, CFO and Controller
>       Linda O. Stanford, Associate Provost for Academic Services
>       Michael Poterala, Assistant Vice 
> President for Research and Graduate Studies and 
> Executive Director, MSU Technologies
>
>Subject:  Avoiding use of online software tools 
>such as Google Apps, Gmail, and Microsoft Office Live
>
>Please share this message with faculty and staff in your units.
>
>Google, Microsoft, and other companies are 
>offering, at no charge, an increasingly diverse 
>set of online, web-based software tools, many of 
>which provide standard “office” functions 
>such as document and slide deck production and 
>management, spreadsheeting and communications, 
>including e-mail.  These tools run on company 
>(vendor) servers, and user files and other 
>content are stored on company systems as 
>well.  The no-cost option is attractive to many 
>University units, faculty and staff.  However, 
>due to the terms of use and business models 
>being applied to these tools, they MAY NOT be 
>used in the conduct of University work.
>
>To illustrate one concern, the terms to which 
>you agree when you use Google Apps 
>(http://www.google.com/accounts/TOS?hl=en) 
>include the following; which compromises the 
>University’s intellectual property rights and 
>the security of University records:
>
>“You [user] retain copyright and any other 
>rights you already hold in Content which you 
>submit, post or display on or through, the 
>Services.  BY SUBMITTING, POSTING OR DISPLAYING 
>THE CONTENT YOU GIVE GOOGLE A PERPETUAL, 
>IRREVOCABLE, WORLDWIDE, ROYALTY-FREE, AND 
>NON-EXCLUSIVE LICENSE TO REPRODUCE, ADAPT, 
>MODIFY, TRANSLATE, PUBLISH, PUBLICLY PERFORM, 
>PUBLICLY DISPLAY AND DISTRIBUTE ANY CONTENT 
>WHICH YOU SUBMIT, POST OR DISPLAY ON OR THROUGH, 
>THE SERVICES.   You agree that this license 
>INCLUDES A  RIGHT FOR GOOGLE TO MAKE SUCH 
>CONTENT AVAILABLE TO OTHER COMPANIES, 
>ORGANIZATIONS OR INDIVIDUALS WITH WHOM GOOGLE 
>HAS RELATIONSHIPS for the provision of 
>syndicated services, and to use such Content in 
>connection with the provision of those services.”  (emphasis added)
>
>Furthermore, neither Google nor Microsoft makes 
>any promise to back up content, secure 
>confidential or proprietary content, or provide 
>free service for any particular period of 
>time.  If they change their minds about the 
>business utility of this model, it may simply go away one day.
>
>Contract terms like these do not provide 
>appropriate protection for University business 
>records or documents.  If software tools like 
>these are used in instruction, they may 
>compromise student intellectual property 
>protections.  They may also adversely affect 
>commercialization or publication of intellectual 
>property created by faculty.  Because 
>individuals frequently do not know that they are 
>creating University business records, including 
>student records, in the course of doing their 
>daily work at MSU, ANY use of these sorts of online tools must be avoided.
>Individuals or units contemplating use of any 
>software tool or online service should carefully 
>read and consider the terms of use, and seek 
>appropriate legal or other review from 
>University administrative offices when terms of 
>use are incompatible with University policy or 
>exceed the relevant administrator’s authority.

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