CLA Best Practices: Desktop computing
Use your centrally assigned free e-mail account. This e-mail account is automatically scanned for viruses. Any known viruses are deleted before the message gets to you.
Limit your inbox to 500 messages or less; create additional folders to store messages that you would like to keep. Keeping large numbers of messages in your inbox may cause your e-mail program to crash.
Do not open attachments from unknown sources, and do not open attachments that you are not expecting. This is less of an issue now that e-mail is scanned at the server, but a recently released virus can still propagate before the scanning software has been updated to recognize the virus.
Avoid forwarding messages warning of a virus. Most often these warnings are hoaxes. "Hoax warnings are typically scare alerts started by malicious people - and passed on by innocent users who think they are helping the community by spreading the warning."
Avoid replying to unsolicited commercial e-mail messages (SPAM) to request removal from their list. In most cases this will tell them that they have reached an active user, and they will add you to more SPAM lists.
Avoid sending e-mails referring to gold.tc.umn.edu or maroon.tc.umn.edu. A message sent in this format may not reach its intended recipient. All e-mail should now be addressed as [internetid]@umn.edu (e.g., userx001@umn.edu).
For more information:
Data
Store your files on a well-run collegiate server. This will ensure three things:
- Ease of access- Files are kept in a central location, not scattered throughout your desktop computer's hard drive.
- Back up- Files are backed nightly (M-F). This means that your files will not be lost should your desktop's hard drive crash. Additionally, a file can be recovered should you accidentally delete it. Backups are kept for six months. If you were to delete a file from the server today, we could recover it six months from now.
- Privacy- Files are password protected so that if someone gains access to your computer, they cannot access your files.
Avoid editing files directly from a floppy disk as doing so may cause the files to become corrupt and unusable. Use floppy disks only to transfer files between computers.
Software
Avoid installing software without first consulting your technician. Some software is poorly written and may interfere with the software already installed on your computer. Additionally, some software may be a security concern (see Security section below).
Your antivirus software should update itself automatically. Occasionally the automatic update will fail, and your antivirus software will warn you that your virus definitions are out of date. If this happens, run the appropriate updater—LiveUpdate (PC) or eUpdate (Mac)—or call your technician for help.
Security
- If your computer has the ability, lock your workstation if you plan on leaving for more than a few minutes. Systems capable of this include Windows NT, Windows 2000, Windows XP, MacOS 9 (using multiple users), and MacOS X.
- Turn your computer off when you leave for the day.
- Do not write your password(s) in a publicly accessible area.
- Do not give your passwords over the phone unless you are sure you are talking to someone who needs to know (e.g. your technician).
- Change your passwords (e.g., e-mail, network) every three months or as advised by your technician.
- Avoid installing software without first consulting your technician. Some programs allow your files to be accessed by others on the Internet.
If you have questions about any of the above recommendations, please contact your technician or the CLA-OIT help desk.
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E-mail: help@cla.umn.edu
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