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OIT Home > Projects > Laptop Encryption Program > Encryption Schedule and Process

Encryption Schedule and Process

The Encryption Process

Below is a table of the Laptop Encryption Program weekly processes. The key groups in this process will include the Inventory Contact Person (ICP), the laptop users and the Information Security Administrator (ISA).

Week 1

Figure 1. What Happens Week One

  1. The Office of Information Technology (OIT) will host a kick-off meeting for Inventory Contact Persons (ICPs) and Information Security Administrators (ISAs) for individual departments.

  2. The ICP will send an informational e-mail to the entire department, including department heads and deans. OIT will provide a template for the e-mail message.

  3. Iventory Contact Persons (ICPs) will locate all laptop users and locate all laptops within the departments.

  4. Inventory Contact Persons will distribute End-User Packets to laptop users. Packets include:

    1. Laptop Encryption Preparation Worksheet (PDF)

    2. Equipment Removal Form (Hard copy Only)

    3. Plastic Ziploc bag to hold laptop cables.

  5. Laptop users must complete the Laptop Encryption Preparation Worksheet (PDF) and the Equipment Removal Form. These forms are to be returned to their designated ISA during Week 2. We must receive a Laptop Encryption Preparation Worksheet for every laptop, regardless of whether or not it gets encrypted. (for example, Macs will not be encrypted in this phase of the project, but Mac users still must fill out the form and return it to the ISA.)

  6. Laptop users must contact their assigned ISA to schedule a laptop pick-up time during Week 2.

Week 2

Figure 2. What Happens Week Two

  1. Laptop users must schedule a laptop pick-up time during Week 2 if they had not done so.

  2. Information Security Administrators (ISAs) must complete the Laptop Encryption Scheduling Worksheet (PDF) and return the form to the encryption technicians. Use one sheet for each day of scheduling.

  3. ISAs ensure that every laptop user has completed a Laptop Encryption Preparation Worksheet for every laptop during Week 1. The Equipment Removal Form and the cable(s) should be placed in the plastic bag and turned in with the laptop that is to be encrypted.

  4. ISAs picks up laptops from their assigned laptop users during scheduled time.

  5. ISAs schedule laptop pick-up time with encryption technicians (from OIT) between 11:00 a.m. and noon during Week 3.

  6. During Week 2, OIT will send a reminder e-mail to have all department members fill out the packet forms and to contact their respective ISAs for laptop pick-up.

Week 3

Figure 3. What Happens Week Three

  1. Encryption technicians (from OIT) pick-up the laptops between 11:00 a.m. and noon on the scheduled day during this week.

  2. Encryption technicians encrypt laptops.

  3. Encryption technicians return laptops to the ISA the day following the pick-up day along with a post-encryption flier that has instructions for the user.

  4. Information Security Administrators (ISAs) return laptops to laptop users along with the post-encryption flier.

Encryption Schedule

Laptop encryption at Main Campus is complete.  Laptop encryption will begin at the Downtown Campus during the Fall 2010 semester.

 

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