I realize that I already asked this at the open forum a few weeks ago, but are there any plans for the university to support some sort of document management system among different departments? I realize that AFS is an option for file storage, but it really doesn't support locking, or any conflict resolution for typed documents, spreadsheets, and presentations. This is very important with working with multiple departments or groups on a single document. While I personally didn't use any Google Apps, I have used similar apps (Adobe Share and Buzzword) that perform similar functions.
-Nick Kwiatkowski
MSU Telecom Systems
-----Original Message-----
From: MSU Network Administrators Group [mailto:[log in to unmask]] On Behalf Of Tom Davis
Sent: Sunday, November 04, 2007 12:16 PM
To: [log in to unmask]
Subject: [MSUNAG] Fwd: Avoid Google Apps, Gmail, Microsoft Live Office for University business
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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