Many advantages
– When we now start using Exchange Online, the e-mail solution that is part of MS365, we get a lot of new functionality and many advantages. E-mail and calendar will work more seamlessly with the other tools in MS365, and collaboration with others who use the same solution will also be easier, says IT Director Gard Thomassen.
– In addition, we are starting an initiative where UiO will use the full functionality of MS365 to a greater extent, and use chat in Teams for simple inquiries instead of sending e-mail, and send links to documents instead of sending them as attachments. This way, we can reduce the amount of data we store, saving money and reducing our carbon footprint, Thomassen continues..
A good and necessary change
UiO has been using Microsoft's e-mail solution Exchange and MS365 (formerly Office 365) for more than 10 years now. When Exchange was introduced, it was decided that UiO should operate the solution on its own servers. Now it has been decided that e-mail and calendar should also be part of MS365.
– Exchange in MS365 also gives us a more secure solution with two-factor authentication on all e-mail, which was not possible with the old solution. In addition, there is better access to expertise about the newer solution, which is very important for operations. E-mail in MS365 is also the most common solution in the sector, so when we also move over, collaboration and common solutions will be easier. This is a good, but most importantly a necessary change, the IT Director explains..
Hva kommer til ? skje?
What will happen? All students and employees will have their e-mail and calendar data moved to the new e-mail solution. Everyone will be notified well in advance before the move, and schedules and more information will be available when ready. The IT department wants to have a complete picture of what we are switching to, and how we will work. This is being worked on intensively now, and the results will be presented to everyone at UiO when ready. Frank Paul Silye from the IT department's section for digital communication leads the technical work of the migration and explains:
– The move will bring several new features, especially when used with other tools from MS365. A new and more Mac-like version of Outlook will be available for Mac users, and everyone can also use Outlook Mobile on phones and tablets, which we have not been able to recommend before. We will provide information on which other programs will work on which platforms and how to use them
No red data
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UiO IT legal adviser Isak Falch Alsos has also been involved in the preparatory work for the e-mail transition. He has been involved in assessments of how we should handle information with protection needs, so-called "red data", in the new solution. "Red data" is data that contains special categories of personal information or other sensitive information that requires extra protection. See UiO's classification guide to learn about the different data classes. There have always been restrictions on sending such information by e-mail, but now it will be prohibited.
– Red data cannot be sent or stored in e-mail without ensuring sufficient information security, states Alsos firmly. – Regular unencrypted e-mail is an open communication form that will not meet security requirements for sensitive information. It is easy for protective information to be sent incorrectly or fall into the wrong hands. We must remove any red data we already have in our e-mail boxes before they are moved to the new solution, and we must change workflows and adhere to new guidelines for how to work with red data.
The guidelines will be presented as soon as the IT department can provide a simple, comprehensive, and functional solution.
Spring cleaning!
Everyone must do a spring cleaning in their e-mail! The IT department is now developing information material with tips for good and proper cleaning. It is not just "red data" that must be removed from e-mail boxes. It is an expressed goal of the transition that we should also do "data minimization". This involves limiting the amount of information stored to what is necessary. Useless e-mail must be deleted, and information that needs to be kept must be stored correctly and together with the activity it concerns, or archived if it's archival.
– We cannot keep huge amounts of unnecessary information! Useful information should not just be left in the inbox either, because if it's useful, it should also be accessible. And archival-worthy information should be in the archives, says IT lawyer Alsos.
Summary
IT Director Thomassen summarizes the main points: – Yes, now everyone at UiO gets a better and more secure e-mail solution with several new features. The day your e-mail is moved, you will have to make a couple of extra clicks, but then you're off and running. There will also be guidance and training for those who want it, especially for those who handle red data and need an alternative to sending it internally in UiO e-mail. In any case, it is very important that everyone cleans up their e-mail and plans how they will work better digitally going forward. Here, we will provide clear recommendations and guidance. Not only is it a security risk to have all kinds of information in your e-mail, it's also expensive to store it, and it has an impact on UiO's carbon footprint. Do a proper spring cleaning and be ready!
