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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.


Do you use LaTeX to edit your professional documents? Would you like to easily and quickly collaboratively write and publish online? The solution is Overleaf (https://www.overleaf.com/org/lbl/). Overleaf provides a collaborative LaTeX editing environment with real-time interpretation of scripting supporting rapid editing.

Features include:

  • Online collaboration in Rich Text or LaTeX editing. Easily switch between either mode.

  • Real-time collaboration in your browser for sharing and editing projects with authorized users. You can remove collaborators at any time.

  • Real-time preview of projects to review your document while editing and writing - type on the left and see your finished document on the right.

  • Integrated, streamlined publishing allows you to publish immediately and directly to the journal of your choice with an integrated submission system to dozens of publishing partners.

  • A Teaching Toolkit which allows you to quickly and easily create assignments on Overleaf to send out to students; these assignments can then be completed online on Overleaf and submitted back to you with a single click for marking and review.


The IT Division is providing Overleaf for FREE, get your Overleaf account today!


RELATED SITES

As reported back in February on IT Spotlight, Apple is actively warning users that running a 32-bit application will be phased out in the macOS release of 10.14 (see 32-bit Applications Being Phased Out for Next Major Release of macOS). At this time Apple is previewing macOS 10.14 at their developers conference in June 2018, but a release date is unknown at this time.

What is Paperpile?

Can’t keep track of all your papers and reference materials. Compiling bibliographies driving you nuts? Use Paperpile, a citation management tool integrated with the Google apps ecosystem. The IT Division has recently acquired Paperpile and is providing it FREE to all Lab employees. What you can do with Paperpile:

  • Easily organize your papers, folders, PDFs in Google Drive and automatic insertion of citations within Google Docs

  • Search your library quickly by keyword, author, journal, publication year and more from any device, at any time, from anywhere

  • Gather accurate metadata, abstracts and PDFs with one click

  • Import and export of citations from BibTex, RIS, Zotero, and Mendeley, and Endnote

  • Search and import across Google Scholar, PubMed, ArXiv from within Paperpile

  • Easy generation of LaTeX Citations

  • Save supplementary files in any format

  • Annotate PDFs with those important ideas and share them with your colleagues

  • Collaboration citation folders and citation sharing

  • Citations can be exported for use in Endnote

Where do I get Paperpile?

Paperpile is a web-based application and is licensed for all LBL users.

To get started,

  1. Go to https://paperpile.com/

  2. Click "Sign In"

  3. Click "Sign in with Google"

  4. Sign in with your Berkeley Lab Identity credentials

Note that Paperpile currently only supports Chrome browser.

RELATED SITES

This incident has been resolved.

Earlier information follows: 

WWW2 is currently unavailable.   IT staff are investigating.  There is no estimated time for return to service at this time.


What is a browser cache?

A browser uses a local cache (pronounced “cash”) to store copies of recently accessed website information to quickly display data to a user at a later time. Having pages and images cached prevents the browser from having to re-download content, which can greatly increase the speed at which pages are loaded.

Why should you periodically clear the cache?

Sometimes browser performance seems sluggish because the cache gets large and bloated. Websites can also behave erratically if the content on the server has changed from that in the cached copy. This can result in page loading errors, performance issues, and in some cases, security issues. For example, a recent change to the login page for the Lab’s FMS was resolved by clearing the cache. 

Clearing your cache is like rebooting your computer. This is usually the first step to diagnosing a browser issue with a website. Next time you visit a website, your browser will download and cache the latest data. 

How to clear my cache?

For more instructions on how to clear your browser cache, please see FAQ article Clearing Browser Cache.


The IT User Support Group now offers an easy and convenient way to order a computer, new or repurpose (used, hardware at no charge). We provide the lowest-cost, and highest-quality services available, based on standardized hardware and software configurations, automated management systems, and years of expertise. We provide the following services for all new and re-purposed workstation requests:

  • Help selecting the ideal computer for your work and budget
  • Procurement of hardware and accessories
  • Enrolling computers in our management systems
  • Pre-configuring computers with Berkeley Lab recommended software and settings
  • Delivery, installation, and configuration based on customer needs

Support labor costs are $100/hr. Labor is not charged to Operations staff, as part of the Operations Desktop Support program. 

To order your computer now, see the Request a Computer FAQ.

Microsoft has entirely changed their approach to updating Windows 10. Now they are releasing major builds twice a year which are much larger downloads that require longer install times with a REBOOT.

Each build will have an end of lifecycle and will cease to be supported as defined by their End of Service date, see IT Spotlight article, Windows 10 Lifecycle and the Need To Update Regularly (https://commons.lbl.gov/display/itfaq/2018/03/01/Windows+10+Lifecycle+and+the+Need+to+Update+Your+System+Regularly).

Users should know that they must regularly commit to updating their Windows 10 operating system or risk cyber threat and/or block, not to mention further increased time to update your system. Falling behind on updates could take several hours to upgrade your system resulting in loss of productivity. The more frequent the update and REBOOT, the less downtime.

To update your Windows 10 system:

  1. Select Start button

  2. Select Settings

  3. Select Update & Security

  4. Select Windows Update

  5. Select Check Updates and update your system if there are updates


Note: There are optional settings in the Advanced Settings section where you can set download and reboot options to meet your workload.

Don’t forget that you should always backup your system before updating. Berkeley Lab IT provides Druva inSync for this purpose (https://software.lbl.gov/swSoftwareDetails.php?applicationID=184).

Friendly reminder it is always wise to reboot your computer at least once a week to ensure the health of your computer.

RELATED ARTICLES

https://support.microsoft.com/en-us/help/4027667/windows-update-windows-10
https://support.microsoft.com/en-us/help/12373/windows-update-faq

Users may be presented with the message "Unlicensed version - use is illegal." when attempting to login to their computer using StrongID.  This message does not prevent users from accessing their computers, users should proceed as they would normally do to login to their computer. 

IT is in the process of updating computers where this message appears with the updated license information.  

Microsoft has taken a different approach to updating Windows 10, as they release major builds twice a year. Each build will have an end of lifecycle and will cease to be supported as defined by their End of Service date. Users should know that they must regularly commit to updating their Windows 10 operating system or risk cyber threat and/or block.

Microsoft has published the Windows 10 lifecycle fact sheet (https://support.microsoft.com/en-us/help/13853/windows-lifecycle-fact-sheet), see the table below.

Windows 10 version history

Date of availability

End of service

Windows 10, version 1709

October 17, 2017

April 9, 2019**

Windows 10, version 1703

April 5, 2017

October 9, 2018**  

Windows 10, version 1607

August 2, 2016

April 10, 2018**

Windows 10, version 1511

November 10, 2015

October 10, 2017**

Windows 10, released July 2015 (version 1507)

July 29, 2015

May 9, 2017

Thanks to Berkeley Lab BigFix and support from our LBL Active Directory and our Windows Server Update Service (WSUS), we have discovered 43 Windows computers that have not updated their Windows 10, version 1511 operating system. These systems must update immediately. IT User Support will be reaching out to these users in the next week to provide any support needed with their Windows 10 update.

To find out about the your Windows 10 version, see Which Windows operating system am I running? (https://support.microsoft.com/en-us/help/13443/windows-which-operating-system)

Users should be mindful regarding Windows Updates:

  • Backup your system before doing your Windows Update, you can use Druva inSync from our software download page, https://software.lbl.gov/swSoftwareDetails.php?applicationID=184

  • Update files can be big and may take some time to download

  • Once the Update starts to download you can minimize it and continue working

  • When the download is complete it will ask for a reboot, you can pause or reschedule for the end of the day (Note: update will not finish without a reboot)

  • Application of system settings after a Windows Update may require another 15-30 minutes after you reboot and login

Users can request help with updating their Windows 10 system by clicking on the link below.

Remember do not push off updating your computer, update regularly!

REQUEST HELP

RELATED ARTICLES

This project was possible because IT identified affected systems with Berkeley Lab BigFix. To get Berkeley Lab BigFix for your computer, please visit software.lbl.gov.

Microsoft ceased mainstream updates for Windows 7 on January 13, 2015. Since then, Windows 7 continues to receive extended security updates; however Microsoft will cease all updates to WIndows 7 on January 14, 2020. This is detailed in the Windows Lifecycle Fact Sheet (https://support.microsoft.com/en-us/help/13853/windows-lifecycle-fact-sheet).

IT User Support typically deploys workstations with a planned three-year service life. Because security updates to Windows 7 will stop in less that two years, Windows 7 systems are no longer being deployed. In particular, IT User Support will only deploy new and repurposed systems running Windows 10.  All repurposed systems that originated with a Windows 7 license will be required to upgrade to Windows 10. Windows 10 licenses can be purchased from our software download site, https://software.lbl.gov, for $138.62.

All users should begin to plan for replacing all WIndows 7 installations by February, 2020.

Users may want to consider switching to Chromebooks for office and remote work. These lightweight and inexpensive systems work with all Google G Suite and Microsoft Office 365 applications, and provide remote access capabilities to Windows systems. Chromebooks are very easy to use, and provide excellent security, and cost much less than a comparable Windows laptop.

Users can contact IT User Support for more information by clicking the link below.

REQUEST HELP

RELATED ARTICLES

This project was possible because IT identified affected systems with BigFix. To get BigFix for your computer, please visit software.lbl.gov.

Lenovo has issued a recall on ThinkPad X1 Carbon 5th Generation laptops (Machine Types: 20HQ, 20HR, 20K3, 20K4) sold before Nov 1, 2017.

Lenovo has determined that a limited number of such laptops may have an unfastened screw that could damage the laptop’s battery causing overheating, potentially posing a fire hazard.

Lenovo has provided a support page where you can check to see if your model has been recalled, see https://support.lenovo.com/us/en/solutions/ht504453.

If you have any questions, please feel free to contact IT at help@lbl.gov or click on the link below to submit a help ticket.

REQUEST HELP

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