New Computer Setup

Discussions around the setup, operation, replacement, and disposal of clerk computers, not to include using MLS
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sbradshaw
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Re: New Computer Setup

Postby sbradshaw » Thu Jun 27, 2013 9:45 pm

About whether extra/additional software should be installed, we used the new computer setup instructions and third-party software guidelines on clerksupport.LDS.org. The instructions seem pretty friendly towards installing other software that could be used in our calling. Here's the specific page that talks about third-party tools:
https://www.lds.org/callings/melchizede ... e?lang=eng

Our stake president is aware of the fact that we've installed Google Drive and is supportive of its use in general.

About confidential information, we're being careful that any confidential or sensitive information shared via Google Drive is shared only with people whose callings allow access to that type of information in other ways already, such as on the online tools or through MLS... I'll have to review the policies about storing and sharing confidential information and talk it over with the presidency. Thanks for your input and keep it coming! :)

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Re: New Computer Setup

Postby chmsant » Thu Jun 27, 2013 10:05 pm

sbradshaw wrote:About confidential information, we're being careful that any confidential or sensitive information shared via Google Drive is shared only with people whose callings allow access to that type of information in other ways already, such as on the online tools or through MLS... I'll have to review the policies about storing and sharing confidential information and talk it over with the presidency. Thanks for your input and keep it coming! :)


No member information (confidential, sensitive, public, etc) should ever pass through a non-church server, no matter how secure the service may be. Whether they have access to it by virtue of their calling is irrelevant. If they need it, they can pull it for themselves from LDSTools, Online Directory, The Leadership Portal or directly from MLS. See here and here

Gary_Miller
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Re: New Computer Setup

Postby Gary_Miller » Fri Jun 28, 2013 5:46 am

sbradshaw wrote:We also installed Google Drive on the stake computers to have easy access to stake documents, IOS reports of out-of-unit members, etc.

No one besides the Bishop, Clerk, and member should have access to the members IOS. Which can be accessed through MLS, LDS.ORG, and LDStools.

sbradshaw wrote:About confidential information, we're being careful that any confidential or sensitive information shared via Google Drive is shared only with people whose callings allow access to that type of information in other ways already, such as on the online tools or through MLS...

If they already have access by other methods which are readily available and secure there should be no need to share it VIA Google Drive or any other means.

I see no justifiable need to do it any-other way.

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sbradshaw
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Re: New Computer Setup

Postby sbradshaw » Fri Jun 28, 2013 6:25 pm

Gary_Miller wrote:
sbradshaw wrote:About confidential information, we're being careful that any confidential or sensitive information shared via Google Drive is shared only with people whose callings allow access to that type of information in other ways already, such as on the online tools or through MLS...

If they already have access by other methods which are readily available and secure there should be no need to share it VIA Google Drive or any other means.

I see no justifiable need to do it any-other way.


The reason we needed the IOS records was to create records (or, in some cases, recreate deleted records) for the out-of-unit members serving in our YSA stake. We don't have access to their IOS records directly through LDS.org or MLS so we ask for PDF copies of them from their home clerks. There are around 70 out-of-unit members serving in our stake, and occasionally their records get deleted with MLS updates or data refreshes, which kicks them out of access to the LDS tools for their ward, so we need them handy. I'm sure in the future there will be a better system for linking members to out-of-unit callings, but in the meantime having a copy of their IOS for creating the record is the easiest (just as an IOS record is passed to a member's new clerk for transferring the record when he moves). (Just to explain – but given the discussion about third-party servers, this may not justify the situation.)

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Re: New Computer Setup

Postby russellhltn » Fri Jun 28, 2013 6:41 pm

I understand the need for an IOS. The consern is how it's being stored. The Policies and Guidelines for Computers Used by Clerks says:
The MLS database is stored on the computer’s hard drive. Other confidential files should not be stored on the hard drive. They should be saved on external media and locked in storage when not in use.


Storing an IOS on a fileshare strikes me as a violation of at least the spirit of that policy, even if it might dance around what's is really on the local hard drive.
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Gary_Miller
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Re: New Computer Setup

Postby Gary_Miller » Fri Jun 28, 2013 6:44 pm

sbradshaw wrote:The reason we needed the IOS records was to create records (or, in some cases, recreate deleted records) for the out-of-unit members serving in our YSA stake. We don't have access to their IOS records directly through LDS.org or MLS so we ask for PDF copies of them from their home clerks. There are around 70 out-of-unit members serving in our stake, and occasionally their records get deleted with MLS updates or data refreshes, which kicks them out of access to the LDS tools for their ward, so we need them handy. I'm sure in the future there will be a better system for linking members to out-of-unit callings, but in the meantime having a copy of their IOS for creating the record is the easiest (just as an IOS record is passed to a member's new clerk for transferring the record when he moves). (Just to explain – but given the discussion about third-party servers, this may not justify the situation.)

The PDF file on a USB Drive or a hard copy should be filed and locked in the file cabinet of the ward in which these out of unit members are assigned. There is no real reason to have them available to anyone except the clerk and even then the member could just have a copy in which they could provide the clerk if need be.

skiddlyarcus
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Re: New Computer Setup

Postby skiddlyarcus » Sun Jul 07, 2013 9:14 pm

I think we need to break this cloud data question down to a need, requirements, and solution. This discussion has been going on for years now with no solution. So let's put together a solution.

There's an obvious need for ward councils to share data - much of it confidential - with each other. This includes information on visits to new members, phone numbers, names, family needs, etc. If no file/data transfer solution is provided, then the information will be in the form of TXT's, emails, dropbox/box/GDrive/SkyDrive/etc, and stored on various internet servers (in the cloud). The stake presidents will want to help the short-term ministering to be done efficiently and will give permission to use these services (we learned from Oliver Cowdry and Joseph Smith that if you ask enough times you'll eventually get the answer you want). However, it's clear to anyone who is familiar with these services that the security model isn't appropriate for the data our wards are storing there and as a church it's possible to result in a lost 114 GB at some point in the future (or better stated, 114 GB published somewhere to make the church look bad).

What about forming a project to look into providing a solution for this? If an official solution is given, we'd increase security of the data. Mormon's (and any enterprise user) are better at following "thou shalt do this" commandments than the "thou shalt not do that" commandments. We can tell them not to store files in google drive but until it's cannon or in the temple recommend interview, they will upload files to dropbox and click on funnycats.exe in every email they receive.

Let's give them a place to store files that has a better security model and I think most stake presidents would then have an easy way to say "stop using dropbox".

Here's my first shot at a solution:

Problem Definition/Requirements:
> Ward Councils and Stake Councils need to share data
> Need to plan for sharing information between ward councils and missionaries
> I'd esimate the data needs are low 2GB to 5GB per ward and stake
> Data includes, .mp3, mp4, .mov, .wmv, .pdf, .txt, .doc, .xls, .ppt, open doc formats, iWork formats, and more
> users must be able to collaborate (one user at a time able to edit the doc) - nice to have multiple editors at the same time
> Data must be encrypted in transit
> Prefer encryption at rest
> Would be great to know who viewed/edited/printed/shared the data
> When data/docs are deleted, it should remove all copies of the doc everywhere
> Outdated files should be purged
> Would be great to give access based on LDSAccess UserID
Guidance:
> Handbook 1:13.8 and 1:13.9
> Handbook 2, 21.1.15
> HB2, 21.1.122
> training slides from the Presiding Bishopric in 2011. See especially Slide 14, (http://broadcast2.lds.org/eLearning/ics ... layer.html)

Related Forum Posts:
> viewtopic.php?f=48&t=5010&p=88173&hilit=dropbox#p88173
> ... nevermind - just search for "dropbox" and there's a slew of requests for this feature and some good ideas for solving the problem


Solution Options (in my preferred order, best to worst):
1. Church builds a private cloud storage solution (high cost, highest security, great integration with LDSAccess possible)
2. Church makes an enterprise agreement with a provider and installs that providers solution on ward computers with instructions for ward councils to use that provider (good standard, higher security, high cost)
3. Tech Specialists on this forum find a good cloud storage solution, ensures compliance with all licensing, and publishes guidelines on secure ways to use that service ... at least give guidance for using one of the solutions (or maybe publish guidance for how to use the most common ones like box, skydrive, etc.)
4. Use a server-less approach such as BitTorrent Sync to keep data off of "cloud" servers. (BTSync on ward computers storing data on USB stick with passphrase given out to ward council ... would have to change the passphrase as people are released from callings)
5. continue to use email/txt as the primary collaboration platform (we all know that nothing is ever deleted from email)
6. let Wards/stakes choose any cloud provider and use it with permission from stake presidents (no standard, poor implementation, etc)
7. others?

Choices:
After 5 minutes on this, the only options I can think of that meet all the requirements specified above would be the church building a private cloud and maybe an enterprise agreement. If funding isn't made available for those options (I'd estimate several hundred thousand $US for both options plus annual costs), then the next best choices would be finding a good cloud service and doing the research/documentation or finding a way to do a peer-to-peer file share that every ward council member could set up and use.

I really dislike the idea of continuing to use email and the cloud storage provider of the day. But I know that every ward in my building has at least a shared dropbox account and some have combinations of several cloud storage solutions. I'll bet if we looked we could find many wards where ward missionaries use dropbox, Relief Society use google drive and facebook, EQ using skydrive, HP use paper with emailed .xls home teaching lists, Primary sending email, and the bishop using all of the above.

Anyone else up for adding to the list of requirements/features and solutions?

Since I can't authorize a project to spend this kind of cash on solution #1 or #2, I'm going to investigate #3 and #4 to see if they are viable for my ward.

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Re: New Computer Setup

Postby sbradshaw » Mon Aug 12, 2013 4:11 pm

As a follow up, we did move the Individual Ordinance Summaries off the Google Drive and put them on a USB drive in the clerk's office. We still are using Google Drive to share boundary maps (the LDS.org ones aren't sufficient for multi-ward apartment complexes), leadership contact info (the people are correct on LDS.org but the contact info is difficult to update for out-of-unit members), detailed scheduling info (beyond what we can put on the LDS.org calendar), flyers for events like Stake Conferences, etc.


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