Rutgers Connect FAQ

    Does the administration possess the ability to search entire Rutgers’ email traffic and use eDiscovery tools to view or access current or past email?

    All requests for access to email are carefully screened by Rutgers Legal and Compliance departments.  Rutgers has been required to provide such data using various tools in the past and the requirement here is not changing. 

    Rutgers email administrators have always had the capability to access account holder’s email but have only done so under direct guidance of Rutgers Legal in response to a subpoena, eDiscovery and OPRA requests.  Additionally, Microsoft keeps strict records on who accesses accounts, which cannot be modified by Rutgers.
     

    Can we use Skype for Business PSTN Conferencing?

    While Skype for Business is part of the Office 365 suite, conference software was not part of the focus of the email and calendaring committee, users that have a Rutgers Connect account can now purchase a subscription for Microsoft Skype for Business PSTN Conferencing:

    https://software.rutgers.edu/product/3373

    Users that commonly organize PTSN conferencing meetings will require their own license as each license is associated with an individual user. 

    Skype for Business PSTN conferencing shares functionality of GoToMeeting/Webex.

    Will an organization with accounts on multiple email services be migrated per-service or per-department?

    Migration will occur per department and will involve migration from whichever current mail servers the department uses (keeping in mind the one-account-per-person requirement). For example, a department whose members have accounts on both RUMail and RCI will have those accounts migrated at the same time.  Other departments which also have accounts on both RUMail and RCI will have those accounts migrated when it is that department's turn.

    How do we collect data for users on extended absence?

    Local IT staff will need to contact such users and determine the person's primary account. Data can be migrated for a person if they are not available and the department cannot communicate with the person.  But the person’s password to access this data will need to be reset for them to have access. This can be done when they come back or communicate with their department.

    Is it safe to store Non-Public Personal Info (NPPI), HIPAA, or other restricted data on Office 365 (cloud)?

    Is it safe to store Non-Public Personal Info (NPPI), HIPAA, or other restricted data on Office 365 (cloud)?

    Is Rutgers Connect/Office 365 HIPAA, FERPA, GLBA, etc. compliant?

    Is it better to store this type of data on a local fileserver (which is kept updated and firewalled) within our building or in the Office 365 cloud (OneDrive)?

    • Office 365 is compliant with HIPAA, FERPA, GLBA, and others.  See: https://products.office.com/en-ca/business/office-365-trust-center-top-10-trust-tenets-cloud-security-and-privacy
    • Microsoft has provided Rutgers with a BAA.
    • Microsoft also has many documents on security and Office 365 including: https://go.microsoft.com/fwlink/p/?LinkId=401240
    • Security for sensitive data needs to happen not just in the cloud but also on the Rutgers side, including how the data is stored, transmitted and handled in the given department/unit of the University and by the users who have access to that data.  A department/unit handling sensitive data may also want to speak to the Rutgers Compliance office.
    • For those units/departments that are HIPAA-covered entities, their outgoing email will be routed through Zix for further protection within Rutgers Connect.  Please speak of your needs to OIT during the migration process.  See more information on Zix in the IT Staff FAQs.

    What will happen to RCI?

    Just as we did with Eden and other OIT student systems in Camden and Newark, RCI and its equivalent in Camden and Newark (Andromeda, Crab) will have its email service turned off after email users are completely migrated off of RCI and a period of time has gone by, to make sure there are no issues and everything has been migrated successfully.  Other services (such as web sites, software access, and others) currently running on RCI, and the equivalent systems in Camden and Newark, will continue to run as needed.  In some cases, services may be moved to other systems.

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