Blog from May, 2018

LBL and GDPR

Berkeley Lab is aware of the European General Data Protection Regulation or GDPR and is working with UC legal counsel, in coordination with the campuses, on longer term efforts to analyze situations where the rule may be applicable to specific University functions.

LBL General Counsel and IT intend to provide additional guidance to the Laboratory when UC's GDPR implementation plans are finalized.

If you have questions, please email: privacy@lbl.gov 


FAQ Below:

Background

The European Union General Data Protection Regulation (GDPR) is effective as of May 25, 2018.

  • What is it? GDPR is an EU regulation designed to protect the privacy rights of individuals in the European Economic Area (EEA), which includes the European Union Iceland, Norway, and Lichtenstein. It is intended to be an overarching privacy regulation for all EU Member States and replaces prior EU privacy regulations.
  • What does it do?
    • GDPR expands privacy rights for individuals located in the EEA Specifically, it guarantees certain rights, depending on how the data is used:
      • The right to be informed about data collection, the specific intended use of the data, and the right to be informed if the intended use changes;
      • The right to make informed decisions regarding the use and disclosure of the data;
      • The right to access the data; and
      • The right to have the data returned or deleted.
    • It also impacts data pertaining to these individuals even when the data is located in other countries, regardless of the citizenship of the individuals. Specifically, the GDPR establishes a framework for safeguarding how personal data is used, such as:
      • Ensuring that the data is transferred, processed, stored and eventually disposed of using appropriate technical safeguards;
      • Limiting the use/processing of the data to purposes that comply with GDPR requirements (e.g., managing the academic records of UC students studying in the EEA as part of Education Abroad);
      • Requiring third parties who receive the data to adopt UC’s GDPR protections and safeguards through changes to contract terms.
  • Who does it apply to? GDPR applies to organizations that are established in the EEA (for example, a study center in Europe). It also applies to organizations not physically in the EEA when goods or services are offered to individuals in the EEA (e.g., applications for admissions), or monitor the behavior of individuals in the EEA (e.g., research that includes EU citizens).
  • Are there penalties for non-compliance? Yes, GDPR imposes significant monetary penalties for organizations that do not comply with the regulation.

UC GDPR Compliance Program

What is the University of California (UC) doing to prepare for GDPR? UC’s compliance, privacy and informational technology functions are working together to develop an effective GDPR compliance program. This program is specifically designed to enhance the existing robust privacy infrastructure at UC to ensure compliance with this new regulation. Program activities include:

  • Assessing how GDPR will affect UC programs
  • Developing tools and templates to assist UC programs with GDPR compliance
  • Developing communication tools to provide greater transparency to UC students, employees and other UC program participants regarding the collection and use of personal data
  • Ensuring that appropriate physical and technical safeguards are in place to protect the personal data of individuals
  • Working with our partners and vendors to ensure that data protections are maintained when personal data is transferred outside UC

LBL Laboratory Counsel and IT Division are working to implement the UC GDPR Program at the Laboratory.

The servers that run commons.lbl.gov, conferences.lbl.gov, fac.lbl.gov (Penetration Permit, Key Plans, etc) and espace.lbl.gov (aka ecsm2.lbl.gov) are being moved and will be unavailable for use between 5:00 PM and 8:00 PM, this Friday, May 18th.

To minimize this service disruption, we recommend that you sign out of these services by 5:00 PM, since any unsaved changes made while the servers are offline will be lost.

If you have any questions or problems, please contact the IT Help Desk at help@lbl.gov or 510-486-4357.

As announced by MIke Witherell on May 17, 2018, IT Division will be realigning to better focus on the needs of the scientific community at Berkeley Lab.   This realignment will enable new services and refinement of existing services in support of the scientific needs of the Laboratory.


Why Realign?

IT at LBL has always had a strong connection to the science divisions.  From our pioneering Scientific Cluster Support program (which was among the first such programs at large Tier 1 research institution), to our focus on collaborative applications for scientists, IT has long supported research needs.   However, we see new challenges today and on the horizon.   From big data to the proliferation of computational services and techniques to the increasing complexity of research pipelines, we see numerous opportunities to serve the scientific community in new and more impactful ways.  Realignment of our services towards the emerging priorities will make it easier for us to serve the missions of the institution.

What's Happening?

Organization:

A new org chart for IT has been created which combines key IT support for science resources in a single unit.   While not all the parts of IT that support science are represented here, the new unit will help act as the concierge for services for science across IT. You can view the new org chart here.

Advisory Committee:

A new scientific systems advisory committee is in the process of being chartered.  This committee will help guide the portfolio of services IT offers to the scientific divisions.   Lab leadership from each ALD will be represented and the committee will report to Horst Simon and Rosio Alvarez.   Additional information about members and charter will be available soon.

Engagement:

IT is recommitting itself to engagement with the science divisions.   Meetings with Division leadership, scientific staff, and individual projects will be more frequent and more regular.   We are especially focused on early engagement with projects where we can help scientific project staff design and engineer smart computing solutions from the ground up.

New Services:

The new advisory committee will help guide our portfolio of science services in the future.  While no specific services have yet been decided on, we see great opportunities to help the Laboratory in these areas:

Data Management and Support: A suite of services from reliable institutional storage to high speed data transfer architecture, to data publication and management to help projects navigate the data deluge.

Expanded Cluster Computing: Expanded scientific computing offerings to meet the future compute needs of the Lab’s next generation of projects, combining both expanded cluster computing and new architectures to support emerging capabilities such as machine learning.

Cloud  & Colocation Services: New and expanded services to help scientists leverage local and cloud computing offerings, including enhanced virtual machine support, expanded hosting for scientific systems, and cloud architects who can help projects navigate the increasingly complex world of cloud service offerings.

Consulting: Expanded consulting with a focus on early-engagement with scientific projects and aligning computing resources from any source with the needs of researchers.

Your Thoughts:

We want to hear from you.   In the next few months, our triennial user survey will go out with a focus on refining our science services portfolio.

But you can also get in touch at any time - tell us what you think, what you'd like to see in the future and how computing at LBL is or is not meeting you needs now.   Get in touch at it-communications@lbl.gov


The Grouper drive, also known as the G or H drive for Windows users, will be unavailable for use between 5:00 PM and 8:00 PM, this Friday, May 18th.   

To minimize this service disruption, users of Home and Shared folders on Grouper should:

  1. Close any files or folders stored on Grouper and in use by 5:00 PM, since any changes made while Grouper is offline will not save properly.

  2. Reboot your computer when you return to work from the weekend, since this will automatically restore your Grouper mounts.

If you have any questions or problems, please contact the IT Help Desk at help@lbl.gov or 510-486-4357.