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Computing Standards 2008-2009

Faculty, Administration, Academic Staff and Student Computer Labs

Introduction

The TLTR committee has established these guidelines for replacement planning for existing facilities and the acquisition of new computer technology. These guidelines are reviewed and revised each spring to establish the campus standards for the upcoming academic school year. This document is intended for faculty in academic departments, staff, administrators and student computer labs on campus.

Rationale for defining a set of standards:

• Allows faculty, staff and departmental decision makers to compare their current systems and purchase requests with minimum and recommended standards;
• Allows faculty and staff decision makers, with the limited help of support staff, to define a set of software and hardware that can be fully supported by University technical personnel;
• Allows faculty, staff and students to gain information on standard policies and procedures associated with the proper handling, recycling and destruction of electronic, data-sensitive media;
• Allows faculty, staff and students to receive full technical support when and if they use the standard software and hardware

Hardware Standards - Desktops and Laptops

New acquisitions should follow the recommended guidelines and allow for a 3-4 year life cycle. The minimum configuration describes the required specifications to run the oldest versions of the standard software applications that are still supported by University personnel. See detailed explanation below.

Recommended Hardware Manufacturers:

• HP/Compaq
• Apple

Windows Desktop

	Recommended for New Purchases	Minimum for Support on Campus
Processor	Intel Core 2 Duo 2.66 GHz	Pentium IV 2.6 GHz
Memory	3 GB RAM	512 MB RAM
Hard drive	160 GB	40 GB
Optical drive	DVD+-RW/CD-RW	CD-RW/DVD-ROM
Monitor	20” LCD	17” LCD or CRT
Network connection	Ethernet 10/100/1000	Ethernet 10/100/1000
Operating system	Windows XP Pro (with all updates) Windows Vista Capable	Windows XP Pro (with all updates) Not Windows Vista Capable

Windows Laptop

	Recommended for New Purchases	Minimum for Support on Campus
Processor	Intel Core 2 Duo 2.2 GHz	Centrino Pentium M 1.5 GHz
Memory	2 GB RAM	512 MB RAM
Hard drive	120 GB	40 GB
Optical drive	DVD+-RW/CD-RW	CD-RW/DVD-ROM
Video Card	256 MB RAM	None
Screen	12.1” or larger	12.1” or larger
Network connection	Ethernet 10/100/1000	Ethernet 10/100/1000
Wireless	802.11N	802.11B or 802.11G
Operating system	Windows XP Pro (with all updates) Windows Vista Capable	Windows XP Pro (with all updates) Not Windows Vista Capable

Macintosh Desktop

	Recommended for New Purchases	Minimum for Support on Campus
Processor	Intel Core 2 Duo 2 GHz	G4 1.0 GHz
Memory	2 GB RAM	1 GB RAM
Hard drive	250 GB	40 GB
Optical drive	DVD+-RW/CD-RW	CD-RW/DVD-ROM
Monitor	20” LCD	17" LCD or CRT
Network connection	Ethernet 10/100/1000	Ethernet 10/100/1000
Operating system	10.5 (with all updates)	10.4 (with all updates)

Macintosh Laptop

	Recommended for New Purchases	Minimum for Support on Campus
Processor	Intel Core 2 Duo 2 GHz	G4 1.0 GHz
Memory	2 GB RAM	1 GB RAM
Hard drive	120 GB	40 GB
Optical drive	Superdrive (DL DVD+-RW/CD-RW)	Superdrive (CD-RW/DVD-ROM)
Screen	13.3” or larger	12.1” or larger
Network connection	Ethernet 10/100/1000	Ethernet 10/100/1000
Wireless	802.11N	802.11B or 802.11G
Operating system	10.5 (with all updates)	10.4 (with all updates)

University supported microcomputer hardware for desktop models includes equipment from HP/Compaq (corporate models) and Apple. The supported models for laptops include equipment from HP/Compaq and Apple. These brands have been selected on the basis of product quality, price, ease of repair, system reliability/performance and total cost of ownership of the products currently on campus.

Notes

• Accidental damage protection is highly recommended for purchases.
• Optical mice are the preferred interface on all systems if possible.
• All Apple Intel Duo Core laptops and some Windows laptops do not come with 56K modem.
• It is recommended that all laptops have full drive encryption for protection against data theft.

Hardware Standards - Mobile Devices

	Recommended for New Purchases	Minimum for Support on Campus
Wireless	802.11g	802.11b
Security/encryption	802.1X / WPA-TKIP	802.1X / WPA-TKIP
Operating system	Windows Mobile 6 iPod Touch/iPhone 2.0 (or higher) firmware BlackBerry (8120, 8320, 8820 and 9000 only)	Windows Mobile 5 iPod Touch/iPhone 2.0 firmware

Please visit the SCSU Computer Store (Miller Center B42) for consultation on proper devices to purchase for both individual needs and compatibility with campus resources.  Various different types of mobile devices are available for use.

Information about Hardware Standards

Recommended Specifications
This identifies a typical configuration for a faculty, staff or administrator who would be buying a new system.  The specified configuration is capable of executing the standard application software with relative ease even with the anticipated new releases of the software.  The expected useful life of these units is generally three to four years based on an acceptable level of performance to run the standard applications. 

Minimum Specifications
This specifies the minimum configuration of hardware that is needed to run the oldest versions of the standard software applications that are still supported by University personnel.  The standard defines what is needed in terms of processor speed, amount of memory, capacity of the disk drive and the need for any other peripherals such as a CD disk drive.  As a general rule, when newer versions of the software are released, the newer version requires more computer resources.  Quite often, a user would see the new software release and would like to use it, but since the new release requires more computer resources than that available on the user’s system, the user is forced to continue to use the old version of the software until a new unit can be purchased.

In the evaluation process, it is important for faculty and departmental decision makers to consider the total cost of ownership of the system. This includes not only the purchase price of the unit, but the on-going support costs, too. In developing these recommendations, the total cost of ownership was a major component in the consideration.

Support for the hardware and software being used on campus is provided with limited staff. These standards help define the minimum hardware that is needed to adequately run the basic set of application software and to efficiently provide quality service at current staffing levels.  If someone is using other software, they may need additional workstation resources.  For example, a system running voice recognition software will require additional memory and a faster processor.  For this information, it is best to check the recommended minimum resources needed to adequately run the specific application. By defining the standards for hardware and software, the University will make every effort to provide adequate support for the products by:

• assisting in the installation of the hardware and software,
• trouble-shooting and diagnosing problems via the HelpDesk and other staff assistance,
• connecting workstations and other facilities to the campus network,
• consulting with departments interested in acquiring hardware and software.

It is important to use a computer that is at or above the minimum configuration so that as new releases of software are available, users can take advantage of the new software.  More importantly, though, as new versions of software are adopted as standard, older versions become incompatible with the newer versions and ultimately get dropped from the vendor’s list of supported products.  To receive product support from campus technical staff and/or the vendor supplying the product, it is important that employees use relatively current hardware and software.

If an employee has a system that is at or below this minimum standard, we recommend that a replacement for that system be included in an acquisition plan within the next few months or next equipment funding cycle.  Faculty may also have other academic or instructional software that requires resources beyond the recommended configuration which may justify additional system resources.

Software Standards

Campus Software Listing	http://huskynet.stcloudstate.edu/software/campuslist.asp
Standard Software in the General Access Labs	http://huskynet.stcloudstate.edu/software/labsoftware.asp

The list of Standard Software in the General Access Labs is intended to identify for users the products that are commonly used on campus and that are supported by the technical staff at the HelpDesk and general access computer labs.

An expanded list of software from across campus is the Campus Software Listing. This listing has information on availability and how the software can be obtained. 

Software not covered by these guidelines:

• Instructional software that requires additional resources and support
• Software for processing applications related to accounting, payroll, records and registration and others
• Software for mobile and other devices

Operating Systems Support Standards

Operating systems on computers have a vendor-supported life span of 5 to 8 years once the software is publicly available.  The cost of providing full support on computers with operating systems no longer supported by the vendor is significantly high.  Using an unsupported operating system also places the user in jeopardy should an error occur in the operating system.  For these reasons, it is imperative to define an end-of-life cycle for operating systems and identify operating systems that are no longer supported. 

Windows	Windows Vista Enterprise (with latest service pack) Windows XP Professional (with latest service pack)
Macintosh	OS 10.4 or higher

See also: http://huskynet.stcloudstate.edu/policies/osSupport.asp

Printer Standards

For printers that will be networked to the campus environment, standards are being recommended so that the printer fits with the network and the UniPrint solution. UniPrint is the software used for tracking and charging printing in the open labs and other locations around campus. One of the printer requirements is that each printer must support Printer Control Language (PCL 5.0). It is recommended that all printers be purchased with the ability to print in duplex mode to facilitate paper conservation.

The use of laser printers, regardless of whether the printer is on the network as a shared printer or a stand-alone printer, is highly recommended over the use of inkjet printers. Inkjet printers have higher operational and support costs. Laser printers have a longer run life, print faster and print with better quality. Inkjets are only recommended if color printouts are required on a regular basis.

Users evaluate the demand to be placed on a printer and purchase the size printer needed to meet the demand. However, the standard only recommends Hewlett-Packard (HP) laser printers.

	Department/Work Area	Individual Offices
Printer Type	Laser	Laser
Manufacturer	Hewlett-Packard (HP)	Hewlett-Packard (HP)
Model	HP-4250DTN/4350DTN or higher	Consult SCSU Computer Store
Networking	Built in Jet Direct network card	n/a
Printer Control Language	PCL 5.0	n/a
Print Mode	Single sided and duplex	n/a

Removable Media Standards

USB Flash Drives (memory sticks): 1 GB or greater

Please visit the SCSU Computer Store for consultation on proper devices to purchase for both individual needs and compatibility with campus resources. Various types of removable devices are available for use with computers.

Encryption
It is recommended that all removable media be purchased with encryption protection.

Data Handling Standards

Note: Minnesota State Colleges and Universities are in the process of revising these guidelines with the expectation that new documentation will be available in the near future.

Minnesota State Colleges and Universities requires that electronic media used to store data be handled in specific ways with regards to transfer of the media and destruction of the media when no longer used. 

The appropriate MnSCU requirements may be referenced at MnSCU Computer and Storage Media Destruction or Scrubbing Requirements [note: this is the hyperlink to MnSCU’s online document:  http://www.its.mnscu.edu/security/standardsguidelines/scrubreq1.html].  See Appendix A.

In brief, the MnSCU requirement is that for computers that are transferred from one person to another person or entity, inside or outside of the MnSCU system, specific hard drive scrubbing procedures must be completed.  This is intended to eliminate all traces of data and to ensure compliance with all polices and statutes.  Locally, University technology support staff are aware of and are required to fully comply with this requirement in moving computers.  This requirement applies regardless of who is moving the computer, what brand of computer is involved, or what the computer was previously used for.  See your technical support person or contact the SCSU HelpDesk for assistance in complying with this requirement.

MnSCU requires that all media such as floppy disks, backup tapes, CD-ROM disks, DVD disks, and ZIP disks must not be transferred to a second user. Such media must be destroyed.  The MnSCU media list may not be exhaustive or all-inclusive.  SCSU understands the MnSCU list to include all portable media containing data, even if the list does not mention all media technologies.  While the MnSCU requirement speaks to media containing data, media containing licensed software that is no longer used should also be destroyed.  Locally, this requirement is met by providing notice of this requirement and by providing a location to drop-off media to be destroyed. 

The primary drop locations for disposal of media containing data or licensed software that is no longer used are in the Administrative Services 103 Mailroom and the SCSU HelpDesk in Miller Center B43. Other locations are available throughout campus.  Media dropped off at these locations will be destroyed by a company under contract with SCSU to provide this service.

Although scrubbing should be done by technical support staff, MnSCU provides an online document which identifies an approved hardware disposal vendor and the recommended procedures to follow in scrubbing hardware.  The document, MnSCU Approved Data Scrubbing Software, Procedures and Disposal Vendors, can be found at http://www.its.mnscu.edu/security/standardsguidelines/scrubvendors1.html.

Inappropriate use of scrubbing software could have devastating consequences for a layperson attempting to be in compliance with these policies.  Further, the inventory of approved software or vendors may change without notice.  This information is critical for technical support staff, but is not appropriate for general use.

Appendix A - MnSCU Computer and Storage Media Destruction/Scrubbing Requirements

(December 2, 2002. Modified July 28, 2003)

Computer equipment and/or storage media may not be transferred from one MnSCU user to another MnSCU user, sold, donated, discarded, or otherwise transferred unless the following procedure is followed before the transfer:

The following media must be destroyed by shredding to 1/4” pieces. No permanent transfer to second user allowed. Media temporarily transferred to another user must be returned to media owner. An approved disposal vendor who guarantees shredding of media data may be used. Check the list of approved software and disposal vendors:

1. Floppy Disks
2. Back Up Tapes
3. CDROM Disks
4. CDRW Disks
5. ZIP Disks

The following requirements must be met before a hard drive or computer containing a hard drive is transferred to any other user:

1. The equipment is “scrubbed” with approved, multi-pass “wipe” utilities in accordance with this standard. Reformatting or defragging programs do not constitute “scrubbing” and are not sufficient to meet these standards.
2. A single pass “scrub” is required before transfer when the hard drive or computer is being transferred internally for use by other MnSCU employees. The entire drive must be written with zeroes or nulls.
3. A triple “scrub” pass is required before transfer if:
   1. The hard drive or computer will be disposed of externally, such as
       through surplus equipment, other sale or donation, or other disposition outside MnSCU.
      
   2. An administrative official determines that the hard drive or computer to be disposed of requires that additional precautions be taken because of the presence of a substantial amount of protected or sensitive data, such as equipment used primarily for institutional research, or personnel, student or legal data.
      
4. “Scrubbing” may be done through contract with an approved disposal vendor if the vendor guarantees the results, and that the vendor will protect any data on the hard drive or computer in accordance with the Minnesota Government Data Practices Act. A list of approved software and disposal vendors will be maintained at www.its.mnscu.edu.
5. Hard drives or computers provided for quasi-public use, such as in student labs or libraries, may be transferred to other uses without scrubbing. Users of such systems should be advised that there is no guarantee of privacy for information they access or enter in such systems.

Appendix B - MnSCU Approved Data Scrubbing Software, Procedures and Disposal Vendors

(December 2, 2002, Revised July 9, 2003)

PC based hardware scrubbing procedure:
Use one of the following approved software utilities to scrub data:

1. Wipe Drive Professional (http://www.accessdata.com/)
2. Data Eraser (http://www.ontrack.com/dataeraser/)
3. IBM's 'scrub3.exe' (ftp://ftp.mnscu.edu/pub/scrubdiskutility/)

Macintosh based hardware scrubbing procedure:
Use the following approved software utilities to scrub data:

Jiiva SuperScrubber (http://www.superscrubber.com). Either boot from the SuperScrubber CD or attach hard disk to another Mac. Wipe with the 'Military' configuration.

Or use Unix 'dd' command. See below.

Unix based hardware scrubbing procedure:

1. Mount drive in another Unix workstation or boot workstation from installation CD.
2. Determine disk mount point (/dev/hda1 in this example)
3. Use Unix utility 'dd' to write data to entire drive.
   For a single pass wipe use:
                           dd if=/dev/zero of=/dev/hda1 bs=8192
   For a multipass wipe use:
                           dd if=/dev/urandom of=/dev/hda1 bs=8192
                           dd if=/dev/urandom of=/dev/hda1 bs=8192
   Followed by:
                           dd if=/dev/zero of=/dev/hda1 bs=8192
4. Verify overwrite:
                           dd if=/dev/hda1 count=100
   You should see only 'nulls' – no data.

Note: Some Unix OS's may use /dev/random instead of /dev/urandom.

Approved hardware disposal vendors:
Asset Recovery Corporation
150 State Street
St. Paul, MN 55107
PH 651-602-0789
Fax 651-602-0202
arcorp@uswest.net

Appendix C - MnSCU contract with Microsoft

For a list of the products available under this contract and the terms of the contract go to http://huskynet.stcloudstate.edu/software/ms_license_agreement.asp.

Reviewed by TLTR
Fall 2008