Software & Apps

Apple Software Update Schedule

m3support — Thu, 04 Aug 2022 16:58:24 +0000

Apple Software Update Schedule

The calendar below outlines the IS managed 3rd party software update schedule for Apple devices. Please note that this calendar does not include Zero-Day vulnerability security updates that MUST be pushed through, at times without notice. If you have any questions and/or comments, email [email protected]">Miguel Villalobos.

m3support Thu, 08/04/2022 - 16:58

Email Best Practices

m3support — Thu, 06 Jan 2022 22:17:38 +0000

Email Best Practices

Email is an important communications tool used throughout UC San Diego Health. Due to its ubiquity, it is often easy to overlook the importance of utilizing email security best practices to help protect sensitive data against outside threats. For us to successfully thwart malicious attacks and protect our organization, we want to communicate some important best-practice strategies that you can implement immediately. This page will highlight things you can do to help ensure data and resources remain secure.

Email security is a shared responsibility!

Security is a shared responsibility for ensuring the protection of institutional information and IT resources both as a sender and recipient of sensitive data (Protection Level 3 or 4) as defined in the University of California Data Classification policy :

Use only UC San Diego Health provided email accounts.
Never automatically redirect emails or use automatic forwarding.
Be wary of phishing scams designed to capture sensitive data such as passwords.
Report any suspicious emails to [email protected]">[email protected] .
When communicating with patients electronically, only use MyChart.
Use Microsoft Teams within UC San Diego Health Office 365 to share sensitive data. Please use your @health.ucsd.edu email (not @ucsd.edu email) to ensure you are using the Health instance of Microsoft Teams.

What information can be sent in an email?

Do not share protected information via email unless absolutely necessary. If sharing is necessary, only add the information that is essential to communicate. When sharing protected health information is required, follow the minimum necessary standard , which is sharing the minimal or least amount of information needed.

How can I securely share protected information?

The best way to share protected information is through Microsoft Teams within UC San Diego Health Office 365 . Steps to take when it is necessary to send protected information via email:

Be cautious when communicating sensitive information and assume that any message sent could be captured and delivered to unauthorized individuals;
Confirm the email address:
Delete unnecessary identifiers;
Include a privacy statement notifying the recipient when the email contains confidential information;
Use “Secure:” in the email subject to send an encrypted email,;
Encrypt attachments with passwords;
Use a different communication channel to provide the password to the recipient. For example, if files are emailed, transmit the password through Teams Chat or call the receiver to share.

How long should I keep email messages with protected information?

Once a file with protected information is processed and no longer needed, the file should be deleted. That applies to the source files, including messages in the Sent Items folder, and to received files in the Inbox or Downloads folder. If an archive is required, a department share, Microsoft Teams, or SharePoint site are the preferred locations. Purging files with protected information reduces the risk to UC San Diego Health in the event of unauthorized access.

Additional information and policies...

m3support Thu, 01/06/2022 - 22:17

Enterprise Imaging

m3support — Thu, 28 Apr 2022 22:25:25 +0000

Enterprise Imaging

The Enterprise Imaging Modernization program is a large scale program to replace Imaging solutions at UC San Diego Health. Software and infrastructure will be replaced to bring Enterprise Imaging at UCSD to the latest cutting edge technology. Major key replacements include replacing Agfa Impax PACS solution with Sectra IDS7 PACS for the enterprise, and Visage Viewer in AWS cloud for the diagnostic radiologists for reading.

It is a complex and exciting program that will help maintain UC San Diego Health's excellence in clinical care, patient and clinician satisfaction, and ranking as the #1 health system in the region.

We believe that our users outside of Radiology and specialities with advanced imaging requirements will be best served with the Sectra PACS. This best in KLAS PACS will be on all workstations that currently have AGFA IMPAX installed. Users who are assigned access to IMPAX currently will have access to Sectra on February 14th.

Training Videos for Sectra

m3support Thu, 04/28/2022 - 22:25

G Suite / Google Workspace

m3support — Thu, 04 Aug 2022 16:47:48 +0000

G Suite / Google Workspace

Getting G Suite (PDF)

To be issued a Health Sciences G Suite account, please submit a General Request on our self-service web page and indicate you wish to have an account issued to you. The Short Description should simply read, "G Suite Access Request." Because of the way the back end process functions, each individual will need to submit their own request. Submitting one form with multiple names will result in its rejection. You may also call in your request to the Service Desk at (619) 543-4357 (x34357).

**Please note: This is an online resource for Health Sciences users. We do not support local clients for G Suite (the downloadable computer program such as Drive). **

Example of the form filled out:

Once your request has been received by the Service Desk, they will enter your information in DocuSign which automatically generates the attestation form which is subsequently sent to you for review and signature. Your signed attestation is forwarded to the User Access & Security team who will furnish your account.

Attestation

The back end process includes an attestation that every individual must agree to in order to be granted their Health Sciences G Suite account. The basic understanding of the attestation is this: Health Sciences will issue you a G Suite account provided you agree to not store any PHI/PII (Protected Health Information / Personally Identifiable Information) on the G Suite cloud.

How Do I Login?

Once your account has been issued, please go to gsuite.ucsd.edu and ensure you login using your @ucsd.edu account.

1. Gsuite.ucsd.edu

2. Redirect to the Single Sign-On Page

3. Successful login

Included G Suite Apps

Classroom
Docs
Drive (unlimited per user storage space)
Hangouts
Sheets
Sites
Slides

m3support Thu, 08/04/2022 - 16:47

iOS

m3support — Mon, 24 Jan 2022 23:44:51 +0000

iOS

Set up mobile devices for Microsoft 365 (O365) - Video

Follow prompts and when appropriate, use your [email protected] account
Microsoft's documentation for Office 365 use on iPad

DUO 2-Factor Authentication Sign-up & Set-up

m3support Mon, 01/24/2022 - 23:44

Microsoft Office

m3support — Mon, 24 Jan 2022 23:52:54 +0000

Microsoft Office m3support Mon, 01/24/2022 - 23:52

Microsoft Teams

m3support — Tue, 25 Jan 2022 00:01:35 +0000

Microsoft Teams

Microsoft Teams is a collaboration platform that allows you to chat, share files, and hold meetings all in one application. It is integrated and built on top of other Office 365 applications including OneDrive, SharePoint Online, and your cloud email Calendar. It is available for free to all faculty and staff of UC San Diego Health.

Features

1-on-1 or Group Chats
Video and Audio Meetings
File sharing and collaboration

Help and Training Resources

See Pulse for Webinar link

m3support Tue, 01/25/2022 - 00:01

OneDrive Migrations

m3support — Thu, 04 Aug 2022 17:06:08 +0000

OneDrive Migrations

There are Two UCSD Microsoft O365 tenants

UCSD Campus = Use Only @ucsd.edu to login
- https://ucsdcloud-my.sharepoint.com (SharePoint Online)
UCSD Health System = Use Only @Health.ucsd.edu to login
- https://ucsdhs-my.sharepoint.com (SharePoint Online)

Teams FAQs

I can't find my team when I login to teams

Health Teams have been migrated to the UC San Diego Heath O365 tenant.
Login to the Health tenant with your @health.ucsd.edu.

If you are a member of a Campus Team:
Login to the Campus tenant with your @health.ucsd account.

Can I still Login to Teams on the Campus tenant?

Only if you belong to a Team whose Owner is on the Campus tenant.

Now that you've been migrated from Campus, you must switch to the Campus tenant and login with your @health.ucsd.edu account.

In Chat I see a M365 Migration Admin user - What is this?

The M365 Migration Admin User is an Account that is only used by the migration tool to migrate your Chat history from the Campus tenant. Once completed the migration tool will remove the Admin from the chat.

How do I manage Microsoft Teams in different tenants?

While the desktop version of Microsoft Teams doesn't support the management Teams in different tenants, you can use this workaround to manage multiple Teams accounts:

Open your Microsoft Teams desktop on the tenant you will spend most of your time in.
Open a browser and go to Microsoft Teams (https://teams.microsoft.com ) for the tenant you spend the next amount of time in.
Login with your @health.ucsd.edu email and select the tenant

OneDrive FAQs

My coworker shared a document with me but the link doesn't work anymore

Unfortunately due to the migration, links will need to be re-shared by the individual who shared them with you.
Please contact user and ask them to re-share the document(s).

I am unable to sign into @ucsd.edu OneDrive

Your OneDrive account on Campus (https://ucsdcloud-my.sharepoint.com/personal/username_health_ucsd_edu) has been migrated to the OneDrive Health tenant.
To access your migrated OneDrive account on the UC San Diego Health tenant:
Login to OneDrive with your @health.ucsd.edu account, this will put you in the Health tenant:
(https://ucsdhs-my.sharepoint.com/personal/username_health_ucsd_edu).

When I go to OneDrive in the Browser I get Access Denied

Check the url in the address bar of the browser. Make sure the URL begins with https://ucsdhs-my.sharepoint.com

If the URL is https://ucsdhs-my.sharepoint.com, make sure you are signed in as your @health.ucsd.edu account

If you are still having issues, close all browsers and reopen as a New InPrivate Window (Edge) or New Incognito Window (Chrome)then login with your @health.ucsd.edu account

There are new file(s)/folder(s) in my OneDrive where did they come from?

As your files are being migrated in OneDrive from Campus, they will be placed in the same location in the OneDrive account you have on the Health tenant.

Brian Addis appears as Owner of OneDrive Folders

This identity is the authorized vendor account which is necessary to migrate your files, there is no reason to think this is a security concern.

How to See Your OneDrive Storage Usage?

See "Related Downloads" below

m3support Thu, 08/04/2022 - 17:06

Specialty Apps

m3support — Mon, 24 Jan 2022 23:56:56 +0000

Specialty Apps m3support Mon, 01/24/2022 - 23:56

Windows 10

m3support — Mon, 24 Jan 2022 23:49:32 +0000

Windows 10 m3support Mon, 01/24/2022 - 23:49