May 21, 2013

How to Protect Your Passwords

With increasing use of the Internet in this digital world, it is very important that you secure your information with a strong password.  You have heard that you should always use a password that is complex and hard to guess or crack.  So, what constitutes a strong password?  The following are few guidelines or “things to think about” when managing your passwords:

• Choose your password wisely.  The password should use at least 8 characters (the longer, the better).  According to a study by Carnegie Mellon University,  “The biggest factor in determining the strength of your password is its length.”

• The password should be built using a mixture of upper and lower case letters, at least one number, and if the site or service allows, special characters (&, ?, @, !, #, ?, etc.).  This makes it nearly impossible for anyone to guess the password. Using a sentence or pass phrase that is easy to remember can also help create a strong password.  You can check your password strength at Microsoft’s Password Checker, passfault.com, or howsecureismypassword.net.

• If you think you cannot create an unbreakable password, there are plenty of tools like PC Tools Secure Password Generator which will generate a strong password for you.

• You should never share your password with anyone, not even your best friend, your relative, or your colleague.

• Use different passwords for different sites and software.  In case somebody hacks your account, this limits the possible damage to only one site.

• These days, almost everyone has a LinkedIn account, a Facebook profile, and a Twitter feed that expose some personal information to the outside world.  So, never create your passwords from personal information that has been made public or can be guessed due to the availability on such websites.

• You should change your password frequently, at least once every three months.  Always change your password if you think there is a chance that someone has seen it.

• Avoid letting browsers save or store your passwords.  Make sure that you log out of the program or system when you are done with your work, especially on public computers.

• The best thing to protect your passwords is to memorize them all. However, remembering all different passwords for various sites, services, and software may be a difficult task.  In such situations, you can use the password manager that comes with your Internet security software, for example, Norton Internet Security 2012 or Kaspersky Internet Security 2013.

In today’s password-driven world, these tips and tricks can help you create a strong password that will secure your information from malicious hackers.

 

The Fall 2012 IT Survival Guide

Welcome! The Office of Information Technology (IT) has been busy preparing for new and returning faculty and students.   Below are some of the important changes we made during the summer along with links to common websites and informative TechNews articles.

We Have Gone Google

Yes, we have gone Google.  Student email was migrated from Webmail to Gmail.  Former students, don’t worry.  Email sent to your @olemiss.edu address is forwarded to your new @go.olemiss.edu address.  The forward will be in place until February 8, 2013.   Also, you can still log on to Webmail to read older emails. To log on to Gmail for the first time, visit go.olemiss.edu for instructions.

While employees continue to use UM Mail (Exhange) for official correspondence, they can also request a separate Gmail account for student collaboration, teaching a class and managing a Google group to name a few.  Be sure to read our Gmail quick facts and Gmail FAQ for important dates and information on all the features your Gmail account provides.

Mailing Lists Got a Facelift

After twelve years of service, our mailing list server was retired.   In July, we migrated all lists to Google Groups.   For a few highlights, the mailing lists have the same address (e.g., thelist@listserv.olemiss.edu), student emails were changed to use the @go.olemiss.edu and we allow attachments to be a whopping 25 MB.   The most common Google Group questions are covered online on our Gmail FAQ.  Do you need a new mailing list?  Contact the IT Helpdesk to get started.

Blackboard Mobile is Upgraded

Besides software and hardware upgrades for Blackboard over the summer to improve performance, Blackboard upgraded their mobile interface.   Students can use the Blackboard Mobile Learn App to access course documents, read announcements, respond to discussion board posts, and check their Blackboard grades.  Instructors can use the mobile app to post announcements, read and respond to discussion board posts, and upload photos or videos.  Download the free Blackboard Mobile Learn App for your smartphone before the semester gets rolling.

The Official Ole Miss App, iPad Edition is Live

Our iPad app went live in April and we are constantly making improvements!   Get the FREE iPad app today.

Links and TECHNews Articles

The links and articles below point to information and sites used every day on campus.

  • Get Started – IT has links to commonly used websites for employees, parents and students.
  • myOleMiss - Grades, registration and other services.
  • UMMail – Do you need to check your employee email from a web browser?  Ummail is the answer.
  • Personal folders with UMMail - Are you running out of disk space on UM Mail?  This TECHNews article provides the steps to store email locally.
  • UM Mobile – Check your grades and registration information, all from your smartphone.
  • Blackboard – Our learning management system used by our instructors to interact with students.  Don’t forget about Blackboard Mobile for your smartphone.
  • Find your Phone – Read this TECHNews article before you lose your phone on campus.
  • Course Notes Online – Instructors and students should be aware of the risks of using third party course notes services.

Final Comments

If you have additional questions, please contact the IT Helpdesk at 662-915-5222 or helpdesk@olemiss.edu.   You can visit our website for more information or contact us Monday through Friday, 8 AM CDT – 5 PM CDT.   Go Rebels!

Placing Institutional Orders from Apple

Due to recent changes to the Apple Online Store for Educational Institutions, state sales tax will now be charged for institutional orders placed from personal AppleID accounts.  In order to avoid this sales tax charge, faculty and staff placing business orders will need to fill out a form to request access to the new online Apple Store for Education.

To register for new access or to update your current access to the Apple Online Store for Education, the steps below will get you started.

The registration process consists of three parts: Sign In, Select Your Location, and Request Access to Your Store.  If you do not already have an Apple ID for your institution, you will first need to create an Apple ID and then sign up as an online purchaser or proposer. (Please see the Steps to Sign Up section below).

Steps to Sign In

  1. Log onto the registration site at https://myaccess.apple.com.
  2. If you have an Apple ID for any application (iTunes, Web Developer, etc), please select Sign In.  If you don’t have an Apple ID, please see the Steps to Sign Up section below.
  3. Agree to Terms of Service.
  4. Enter password, security Q & A, date of birth => Click Next.
  5. Confirm your information; click Submit.

Steps to Select Your Location

  1. Select the Locations tab on left side of page; click Add Location on the right side.
  2. Add school name or account number; click the blue Search button.
  3. Place a check mark next to correct school location; click Next.
  4. Review the information and click Submit =>Confirm => Close.

Steps to Request Access

  1. Select the Applications tab on the left side of page; click Request Access on the right.
  2. Click the radio button for Apple Online Store => Next.
  3. Click the radio button for your school’s location =>  Next.
  4. Select Role tab and choose Proposer as the role.
  5. Input your manager’s name, email address, phone number, and click Next.
  6. Review your access information then click Submit.
  7. Select Confirm => Close.

You will receive an in process notification email, followed by a welcome letter. Once you have received your welcome letter, you are ready to shop and create proposals that you can send to your purchaser. Visit https://ecommerce.apple.com, select your country, and log in to the new online Apple Store for Education.

 

Steps to Sign Up

  1. Complete the identification fields, and enter the security text presented => Click Next.
  2. A validation key is sent to your email, copy and paste the key into the validation field.
  3. Enter school name or account number and click the blue Search button.
  4. Select the correct school location and click Next.
  5. Agree to Terms of Service.
  6. Enter password, security Q & A, date of birth, and rescue email address (if desired).
  7. Review and click Submit.
  8. Log in again to https://myaccess.apple.com using your newly created credentials.
  9. Go to Steps to Request Access to complete the access to your school’s online store.

Validation Process

One you have completed the “select your location” and “request access” steps for your new store access, you will receive an in process notification email, followed by a welcome letter.  Once you have received your welcome letter, you are ready to shop and create  proposals that you can send to your purchaser. Visit https://ecommerce.apple.com, select your country, and log in to the new online Apple Store for Education.

Product Review: Solid-State Drives

Hard disk drive technology has matured over the years, with drives spinning faster, achieving greater data transfer rates, improving at error checking, and attaining tremendous storage capacities.  Those gains, however, have come at the cost of increasing disk fragility. Older SCSI and ATA drives could pretty much be counted on to safely store data for up to a dozen years whereas modern drives have a life of five to seven years.

In recent years, a new technology called flash technology has the speed and reliability of RAM, married to the permanent storage capability of a hard drive. We first saw these appearing in the form of flash cards for cameras, or “thumb drives” for computers.  This same technology, scaled way up, is used to produce solid-state drives (SSD), which can finally serve as a replacement for hard disk drives (HDD).

SSDs operate at many times the speed of conventional HDDs – speeds approaching that of RAM and microprocessors. They have no moving parts at all. So, there are no friction or the vibration failures one sees in HDDs.

Detailed Review

Daniel Cerveny and I were supplied with a 120 GB 2.5″ Kingston SSD.  I conducted tests on it using my MacBook Pro as a test-bed, and then handed it over to Daniel for testing using a PC laptop of similar speed.  The results of the tests turned out to be comparable between the two platforms, as we will illustrate below.

Operating System Installation

After I installed the SSD in my laptop, I formatted it, and installed MacOS 10.7 on it, a task that takes 21 minutes on a standard HDD.  It took 21 Minutes on the SSD, also. Windows performed similarly, completing the installation in 26 minutes with both drives. In both cases, the limiting factor was probably not the speed of the drive, but rather the installation media.

Drive Encryption

Many of our senior administrators have sensitive material on their computers and are required to encrypt their drives using Apple’s FileVault, Microsoft Bit-Locker, or the TrueCrypt freeware. This applies a 128-bit AES Encryption to the entire drive – a one-time only, hugely time-consuming task that typically takes almost a minute per GB on a standard HDD.  In the Mac test, a 160 GB drive required 3 hours and 9 minutes to be fully encrypted.  The SSD managed it in just 18.5 minutes. The results seemed a little too good to be true.  When I looked into why this was, I found it was because an SSD only encrypts the portion of itself that’s in use while storing the encryption key to apply to new sectors as they’re activated for storage.  That doesn’t detract from the impressive performance, though!

The PC tests were performed using TrueCrypt, with the HDD clocking in at 3 hours and 26 minutes, and the SSD coming in at just over 29 minutes. An important thing to note about the way TrueCrypt encrypts SSD drives, is that when performing a full drive encryption, it is recommended that the drive is encrypted before any sensitive data is moved to it. Because of the way wear leveling works on an SSD, it is possible that files already on the drive will not be encrypted.

Large Data Block Transfer

This is the meat and potatoes in my line of work – moving data to and from a server or external drive, using USB 2, or Firewire 800.  I connected my laptop to a server via a Firewire 800 cable, started it up in target-disk mode, and moved a folder containing about 61 GB of data.  Using a standard HDD, this transfer took 21.5 minutes – the SSD performed better at 17.5 minutes, but I was still disappointed, given the SSD’s reputation for speed. Again, however, the speed of the Firewire interface, the internal buffers, and the server itself, limited how quickly the operation could be performed.

The PC test involved moving 66 GB of data from a folder shared on the network. The HDD performed the transfer in 26 minutes, while the SSD did it in 17 minutes. While 9 minutes may not be impressive, it is noticeable, and a welcome improvement.

Time to Boot

Finally, a small task that annoys everyone is the time it takes to boot the computer!   On the Mac, the SSD made it from cold shutdown to the desktop in 16 seconds; a standard HDD did the same in 42 seconds. The PC results were more dramatic. While the HDD booted into Windows in a frustrating 3 ½ minutes, the SSD accomplished the same task in only 40 seconds. Here, where we are performing a task limited only by the capability of the drive, the RAM, and the processor, the SSD really comes into its own. Booting the computer, however, is not the only time the SSD would be able to run free:  we could expect the same performance during photoshop or video renders, or other tasks not dependent on an external component.

Costs

Perhaps the most serious drawback to SSD technology is the cost.  In a survey of currently available drives from different vendors (Newegg.com, and Tigerdirect.com, among others), I found the price per GB of SSDs was roughly double the price for standard hard disk drives.  Fortunately for all, this drawback is a fleeting one:  as this technology matures, the price can be expected to trend sharply downward, very quickly.  Among other things, manufacturing an SSD requires far less human intervention, and far fewer steps than does manufacturing a standard drive with platters and read-write heads!

Capacity

The only other serious draw-back to SSDs involves their capacity:  currently, the highest capacity SSD one can find is about 500 GB, while conventional drives of several terabytes are available.  As with cost, however, this drawback will only be a temporary one:  as the technology matures, higher capacities will be available.  Given the compact size of the drives, even when the capacity of the chips is reached, it will  be a simple matter to combine a number of small drives into a single unit of very high capacity.  At this point,  we’ll also have the option of using RAID formatting for situations where the safety of the data is more important than capacity of storage.

Conclusion

For those on a tight budget or those in need of high storage capacity, the drawbacks of SSD technology outweigh the speed benefits.  We expect this to quickly change.  I predict, as early as next year, we’ll begin to see drives of high capacity and blinding speed available at comparable prices of conventional drives.

Mailing List Service Migrates to Google Groups

On July 25, Information Technology (IT) completed the migration of our mailing list service to Google Groups. Google Groups is Google’s version of a mailing list service. Some of the advantages of Google Groups include a web interface for self-service group management, web-based archive mail review and support for email attachments up to 25 MB.

Key Migration Points

Below is recap of key points sent to mailing list owners when we migrated to Google Groups.

  • We migrated mailing lists and members. If the list was used in the past 18 months, IT migrated the mailing list to Google Groups.
  • Mailing list names and list email addresses remained the same (e.g., hd@listserv.olemiss.edu).
  • Student email addresses were modified from WebID@olemiss.edu to WebID@go.olemiss.edu.

Getting Started: Member

For mailing list members, there are very few changes. Since the mailing list names have not changed, you may email the list as you did before the migration. Students emailing a list should remember to use their UM Gmail account and not their personal Gmail account.

If you want to join a list, just send an email to groupname+subscribe@listserv.olemiss.edu where groupname is the exact name of the mailing list. The mailing list owner will take the appropriate action to complete your request.  Likewise, you can unsubscribe by emailing groupname+unsubscribe@listserv.olemiss.edu.

Getting Started: Owner

When you are ready to create a new mailing list, contact the IT Helpdesk for now. In the near future, IT will be building a web interface in myOleMiss to provide a self-service mailing list creation option. Also, we encourage all list owners to have UM Gmail accounts for full access to the Google Group management interface.

Once you have a list, the most common tasks are adding list members and creating list managers. You can review the Google Groups FAQ for answers to these questions or contact the IT Helpdesk to step you through the process.

Final Comments

IT created a Google Groups FAQ to answer the most common questions. For any other questions about mailing lists, please contact the IT Helpdesk at 662-915-5222 or helpdesk@olemiss.edu.