Phishing: Don’t Be Our Weak Link
Attacks are Becoming More Targeted. What should people do?
Phishing attacks have been a problem for many years. Typically, hackers have sent messages asking members of our community to click on a link or reply to an email message with a password. Their goal has always been to trick our community members into giving them access to our accounts and information. Sometimes, they have pretended to be DoIT and sent messages to ask for your password or to tell you that there is a problem with your UMBC account.
Recently, the hackers have expanded their efforts and sent messages as people around our campus. They have been looking up the names and titles of UMBC community members on the Internet and then using that person’s name and title to request information. They try to choose a name or title that the community would trust. As examples, during recent attempts, they have requested information about how to wire money out of the campus and get people to send checks to outside addresses. They have also requested that people send them files containing the social security numbers of community members. In some cases, they have also impersonated UMBC vendors. In each of these examples, they have tried to make their phishing messages appear to come from a person that the campus would trust.
The hackers are motivated by money and resources and will continue to try to get to our accounts, information, and resources. The only thing that can stop them is the UMBC community working together to block their attempts. Here are some questions that DoIT frequently receives and the answers.
1. What information can’t I send in email?
No one should ever send passwords or confidential information in an email message.
Confidential information includes social security numbers, driver’s license numbers, passport numbers, and financial account numbers. This information is classified as confidential information under the policies of UMBC, the University System of Maryland, and the State of Maryland. Passwords and confidential information can never be sent through email. This includes the body of an email message and as an attachment to a message. For in depth information about our data classifications and use, please see the following two links:
UMBC Policy on the Definition and Classification of Sensitive Information
UMBC Data Use Guidelines
2. Will DoIT ever ask for my password?
No. In fact, DoIT doesn’t know (and has no reason to know) your password. The only person who should ever know your password is you. If DoIT needs to assist you with your password, we can help you to reset your password, but DoIT still won’t need to know your password. To help us maintain the privacy of your password, please make sure you have your account security questions enabled -- and make sure you know the answers. Please also ensure that you have an alternate email address registered with UMBC. If DoIT needs to send you a link to reset your password, we will send it to the secondary email address that we have associated with your account.
3. What should I do if I receive a suspicious message?
If you think that the message is asking you to do something that seems unusual, look up the phone number of the person the message is from in the UMBC directory, call the person, and ask them if they really sent the message. Do not call a person back at a phone number that is listed in the suspicious email message. The phishing message may include the phone number of the hacker. For example, if you get a message saying that there is a problem with your computer account and you aren’t sure if it’s a real message, please call the DoIT Technology Support Center (410-455-3838) and ask if it’s a real message. This also applies to any messages that might appear to come from Human Resources, Finance, Financial Aid, or any other department. If the message seems strange, trust your instincts, look up the correct phone number for the person, and call to verify the message.
4. What should I do with a message that I have determined is a phishing message?
Forward it to security@umbc.edu with “full headers” and as much information as you can. DoIT will review the messages that you forward, verify that they are phishing messages, and take steps to try and protect the rest of the community.
Once you forward any phishing messages to security@umbc.edu, please delete the messages, and very importantly, never click on the links in a phishing message. Just by clicking on the link in a phishing message, you may download a malicious program onto your computer.
5. Who do I contact if I have additional questions?
As a starting point, the following links may provide assistance.
You can also contact the DoIT Technology Support Center at 410-455-3838 or send any security questions and problems to security@umbc.edu.
Mark Cather
UMBC Chief Information Security Officer
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Phishing attacks have been a problem for many years. Typically, hackers have sent messages asking members of our community to click on a link or reply to an email message with a password. Their...
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Wed, 23 Mar 2016 14:56:02 -0400
Fri, 25 Mar 2016 11:44:22 -0400
Windows 10 & El Capitan Upgrades to Lab Computers This Fall
Deadline for lab software requests for Summer is April 1
In Fall 2016, all lab and lecture hall computers will be upgraded to Windows 10 Educational and OS X El Capitan with Microsoft Office 2016 installed for each system as well.
Each semester, all lab and lecture hall computers are loaded with a standard set of software known as an image. By upgrading the computers to the latest operating systems, faculty will have to ensure their software is compatible with Windows 10 before making changes or additions to their software.
The request deadline for Summer 2016 is Friday, April 1. The request deadline for Fall 2016 is Sunday, May 1. It is important to note that if the request is not received by the deadline, we can not guarantee the requested software will be made available.
In order for software to be added to the lab & lecture hall image, DoIT requires:
1. Licensing documents such as End User License Agreements (EULA)
2. Technical support documents with technical requirements (including specific version of software requested), and installation and configuration instructions
You can submit this information through an RT ticket containing the required information. Alternatively, you may also contact 410.455.3838 and a Technology Support Center (TSC) staff member will assist you.
If you need software installed on the lab image for a one-time purpose for example, a 2-day workshop in which all users need access to the software, the request should be submitted no less than six (6) weeks prior to the first lab reservation for that class. The software will be removed once you are finished.
An email confirmation of the RT ticket will be sent to the requester once the software is installed, typically 1-2 week(s) before the first use of the software; faculty/instructors need to then test the software to ensure everything is working as expected for class. Support for the software is the responsibility of the instructor or department who requested that the software be installed.
Again, proof of purchase and/or license must be provided for as many copies as will be needed for the students in the class. We cannot install software without appropriate proof of licensing.
Although DoIT will make every effort to get all software packages to work, we can not guarantee that they will. Some packages may not function in our environment as they must coexist with many other applications. Additional information on this process can be found
here.
For more information or additional questions contact:
Mark Lasuk
Desktop Support Technician
Div. of Information Technology
University of Maryland, Baltimore County
410-455-6258 Office
410-455-3208 Main Number
410-455-3838 Help Desk
410-455-1065 FAX
]]>
In Fall 2016, all lab and lecture hall computers will be upgraded to Windows 10 Educational and OS X El Capitan with Microsoft Office 2016 installed for each system as well. Each semester, all lab...
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Mon, 21 Mar 2016 12:51:22 -0400
Getting Your Inbox to Zero by Jack Suess
UMBC’s Chief Information Officer shows how to tame Gmail
On March 9, 2016 DoIT’s
instructional team hosted a new event called
Techfest, an event that would bring the campus community together and present ways that technology can both support and improve the efficiency of day-to-day activities. One of the several panels being presented was by Jack Suess of DoIT, who gave his own personal tips & tricks to managing your Gmail.
Suess is no stranger to email, having setup the first email system here at UMBC in 1983. In an average week he receives about 1750 messages with an average of 300 per business day. Jack mentioned that he remembered hearing that President Teddy Roosevelt was a prolific letter writer, believed to have written 100,000 letters in his own lifetime. Suess noted that as of March 7th, 2016, he had 78,783 messages in his sent-mail folder that corresponds to his sent-mail since 2005 and is presently utilizing over 23GB of storage for his Gmail.
A 1995 issue of Computerworld. The article goes on to mention that back then Suess would get 1,200 emails a week and spend four hours a day just responding to them.
Here are Suess’ key tips for managing Gmail along with some video tutorials:
This helps automatically sort what type of emails you get into their own tabs. By clicking the gear icon in the top right of Gmail and then clicking “Configure Inbox” you can enable tabs for Social, Promotion and more. “When messages are mis-categorized, drag the message to the proper folder and gmail will learn that you want it here in the future,” said Suess.
2. Bulk deleting emails.
Key: In any of the new category tabs -- Suess demo’d in “promotions” -- the key is clicking the select box of one message and then holding the shift key & click to select everything from the first click. This allowed Suess to select 47 emails down the inbox at once to bulk delete in less than 20 seconds. Jokingly, Suess said “I know if I made a mistake in promotions I know I’ll get the promotion the next day.”
One feature some people might enable is priority inbox, which sorts your email based on highest priority rather than chronological order. While this can be a very powerful feature for people with limited time, Suess advised that it’s not for everyone. “I would propose to people is to never adopt priority inbox during a busy time. This would be something to do during a quiet period.” he said.
Located in Settings, Suess showed the Labs menu where Google displays experimental features that add more functionality to Gmail. One feature Suess has enabled is “Quote Selected Text” which quotes the text you have selected when you reply to a message.
He also shared a trick not found in Gmail itself.
Boomerang for Gmail is a separate download that allows you to schedule an email to be sent at a later time. “I can Boomerang a message to be sent out a week from now,” said Suess.
4. Vacation messages
Located in the Settings using the gear icon in the top right, Suess showed where to set vacation messages, how long you are gone and a custom message to send when someone emails you, or even limit this to just UMBC addresses. However, he also offered the ultimate email tip when you are on vacation. “Go to Hawaii as it’s 9 hours ahead, so by the time you’ve looked it’s most likely been resolved.”
5. Controlling your Inbox
Even with the volume of email he receives, Suess keeps his unread messages under twenty. He gave the following tips he uses:
* Use Categories, this makes it easy to move less important messages into categories outside your primary category. By doing this you can more quickly go through email and get rid of the messages you don’t want;
* Instead of leaving the message as unread if you want to go back to the message, use the star in Gmail to allow you to quickly identify messages you want to go back to;
* Use fewer labels -- Gmail has great search capabilities, by lessening the number of labels you use it makes it easier to file your email, Suess stated he uses only ten folders; and
* Use Gmail Tasks - For any email that requires a response that you can’t get done right away, use Gmail tasks. Under the Move button, there is a menu item Add to Tasks, by creating a task, the email is automatically linked to that task, you can set a date and link these tasks to your Google Calendar.
]]>
On March 9, 2016 DoIT’s instructional team hosted a new event called Techfest, an event that would bring the campus community together and present ways that technology can both support and...
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Mon, 21 Mar 2016 09:29:28 -0400
An Out Of The Box Solution To Shared Files
How Box.com Solved UAA's File Storage Dilemma
In the autumn of 2012, the Office of Undergraduate Education (OUE), a unit in the Division of Undergraduate Academic Affairs (UAA), accepted the limitations of its shared drives, much like everyone else on campus. The lack of space, the disorganization, the dozens of stray folders attached to staff that may or may not still be with UMBC. All of these inconveniences had become just part of the daily grind.
Then, in December, Vice Provost & Dean, Dr. Diane Lee asked UAA to conduct an examination of not only current practices in regard to file storage, but also possible alternatives. This set in motion a process that has not only changed the way UAA works, but is now changing the way work is done across the entire university and even at the University System of Maryland (USM) level.
“Really this entire thing started when Dr. Lee reached out and saw a need for us to take a look at our current practices,” said Amanda Knapp, Assistant Vice Provost of Academic Standards and Policy Administration. “Our workgroup was established in early 2013 and was tasked with assessing the needs of the seven units within UAA, and trying to find where there were opportunities for improvement as it related to file management.”
The workgroup consisted of Knapp, Janet McGlynn, Director of Communication and Outreach, Debbie Michaels, Program Management Specialist, Jarrett Kealey, Assistant Director and Website Technician Michael Mower.
Knapp said, “One of the first steps that we took as a workgroup was to survey each of the seven units within UAA as well as a few outside partners. A common finding was that there was little business continuity. Also, some files were found on flash drives, so security became a huge concern. We would find that, as a division, version control was also a factor. These were all things that Dr. Lee encouraged us to assess across the division.”
Investigation revealed inconsistencies from unit to unit in the way that personnel changes were managed, the way files were named and organized, protocol for use of shared space (as opposed to personal space), and the process by which files might be purged. An underlying premise of the UAA workgroup regarded ownership of the files.
“They’re not our files. They’re not the files of Amanda, Janet, Jarrett, and Debbie but they’re the files of the university, reflective of the work we’re doing in our various roles,” said Knapp.
Even more interesting, when outside departments across campus were asked the same questions in early 2013, similar answers were received. In short, UMBC had no standardized business practices in place for file storage and maintenance, or even any resources that might be used as a guideline.
For some, just being able to access the files at all could be problematic. “Trying to login from off campus using VPN, it’s hit or miss, and it makes it very difficult to do the work that you’re supposed to be doing,” said Michaels.
At a joint meeting, Kena Jackson, from the Department of Enrollment Management, demonstrated how it used the university’s existing shared umbrella file management system. With this in mind, the UAA workgroup then decided to explore available alternatives for file storage, with the assistance of the Division of Information Technology (DoIT).
Having considered many options, the workgroup eventually settled on the file- sharing model from Box.com, a cloud storage solution. The workgroup decided that since they were heavy users of shared space, the best way to test Box was to give it a try.
“To test Box, Academic Standards and Policy Administration (ASPA) served as a pilot group, transferring over 24,000 files fairly quickly,” said Knapp. “The process was quite seamless and we realized, this is great!”
Having tried it themselves, Knapp and her team were now ready to tell others.
Knapp said, “The transition to Box improved our efficiency and it was a really good experience.”
Many were still hesitant, however.
“The greatest fear that people seemed to have was actually taking files from the traditional shared drive and putting them into Box. What if there’s a glitch? What if it doesn’t work? Deleting files out of the shared drive was a really scary thing to do for ASPA, but we did it, and we could show that we did it and it worked perfectly fine,” said Knapp. “This experience was useful in sharing the proposal across the rest of the division.”
Once the division decided that Box.com would be the solution, the next step was to establish a file sharing structure, naming conventions and guidelines for best practices. This part of the process would take the longest.
Knapp said, “We spent countless meetings, just the workgroup, literally on a whiteboard, mapping out what we were looking for in an overarching structure that the entire division could potentially implement. And we vetted that with different folks just to see, ‘Does this make sense?’”
Kealey said, “I think that’s really the lesson for the other departments, is that there is a process, and you shouldn’t just dump and move, and you should actually take a step back and consider.”
“What we ultimately ended up doing,” Knapp said, “was creating a file management guidelines document for the UAA units to refer to. It was very important to our group that we had some standardized structures in place, yet offered flexibility for individual decisions to be made.”
The finished product was something that the entire group could stand behind, with entire pages dedicated to specific items, such as naming conventions and version control. (The Guidelines document is attached.)
Knapp said, “We were all really proud of the guidelines document, which is now being utilized by quite a number of other units on campus, and even at the USM level. So, the work has had a broader reach and been accepted in ways we never imagined.”
Even though they are very happy with the guidelines document they produced, that’s not to say that they’ve finished with it. One example is their experiences with the Box Sync application.
“We view this as an evolving document because there will always be new technologies that we’re learning about or factors that we hadn’t considered. A perfect example is that we had some complications with Box Sync; it just wasn’t functioning, and sometimes files were duplicated, we couldn’t figure out why. It ended up as part of our guidelines, that Box Sync became a security concern for us, and one of our guidelines is that we do not encourage the use of Box Sync, unless you have a document that does not contain sensitive information, and you know you’re going away somewhere where you’re not going to have internet access, and you want it on your desktop so you can keep working,” said Knapp.
“It’s great if you’re using Box Sync on a case-by-case basis but it is definitely not a guideline that you should be syncing everything, all the time. It is a great feature, but it needs to be handled very sensitively,” said Knapp.
The entire process has brought about great changes in the way UAA manages its files.
Knapp said, “The primary change is that we’re all working within a shared system, where before we used flash drives and we privately stored data; now the vice provost or dean will have access to the information.
“The way we conduct day-to-day operations has also changed. We can now use shared documents, and we’ve shied away from emailing attachments, because an email attachment can become out of date. We also highly encourage people to use Box Edit, and share the link instead of attachments,” said Knapp.
To date, UAA has transferred nearly 80,000 files successfully to Box, and have deleted over 1,500 redundant or out-of-date files, which are discovered during mandatory annual reviews conducted by unit leaders. Default expiration dates for files to be purged are encouraged but not required.
This file management initiative isn’t something that the UAA workgroup takes full credit for because there were a lot of people involved at all stages of the process. “In particular, the workgroup had great support from the Vice Provost and colleagues in Enrollment Management. DoIT also played a key role in the transition offering valuable support and encouragement. It was a team effort in every way, which by all accounts, is the success story!” said Knapp.
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Fri, 26 Feb 2016 17:03:48 -0500
Mon, 29 Feb 2016 09:14:55 -0500
