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We struggle here as to the amount and level of information we include in our various meeting notes of our advisory committees and groups on our website (http://www.cio.iastate.edu/committees/).  We keep revisiting this issue but cannot reach a point of clarity. 

 

Do you post your meeting notes on your public website?  If so, how do you balance posting notes that are useful to your audience and still “appropriate” for public visitors (particularly beyond the campus borders)?  Or do you put your notes behind authentication?  Or do you do both (scrubbed for the public website; more detailed behind authentication)?

 

I appreciate whatever insight/information you are willing to share about this topic.   Lynette Sherer

 

*******************************************

Lynette Sherer, Program Coordinator

Information Technology Services

2680 Beardshear Hall

Iowa State University

Ames, IA  50011-2031

Phone:  515-294-6462

Fax:  515-294-6191

.

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

Comments

Hi Lynette,
First, we only write highlights, not notes. This keeps the content level down. Then we e-mail directly to the committee or group. We do not normally post it on the Web as it is usually so specific in nature and would not be of interest or relevant to the general public.

On 3/14/2012 11:05 AM, Sherer, Lynette K [ITADM] wrote:

We struggle here as to the amount and level of information we include in our various meeting notes of our advisory committees and groups on our website (http://www.cio.iastate.edu/committees/).  We keep revisiting this issue but cannot reach a point of clarity. 

 

Do you post your meeting notes on your public website?  If so, how do you balance posting notes that are useful to your audience and still “appropriate” for public visitors (particularly beyond the campus borders)?  Or do you put your notes behind authentication?  Or do you do both (scrubbed for the public website; more detailed behind authentication)?

 

I appreciate whatever insight/information you are willing to share about this topic.   Lynette Sherer

 

*******************************************

Lynette Sherer, Program Coordinator

Information Technology Services

2680 Beardshear Hall

Iowa State University

Ames, IA  50011-2031

Phone:  515-294-6462

Fax:  515-294-6191

.

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.


-- Nicole Kegler Communications Manager University Information Security Office Georgetown University 202-687-5784 Protecting data is a shared responsibility! INSTALL antivirus and antispyware software. USE strong passwords. KNOW who you are dealing with online. STORE confidential and sensitive data on encrypted devices only. SHUT DOWN computers or disconnect from the Internet when it's not in use. ********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

Hi Lynette,

To my knowledge here in IT we don't publish any meeting notes to the public, everything here is behind authentication, and would not be of interest to general public. 

Message from cloy.tobola@ndsu.edu

Greater transparency in documentation is always preferable – and is necessary at most public institutions.

In particular, I would be extremely averse to publishing two versions of any meeting notes. A "scrubbed" version implies some sort of subversion, and at a public institutions critics could argue you are redacting public records. Rest assured that if your local newspaper gets wind of "secret" meeting minutes, you will be treated to far more scrutiny than you want.

At minimum, I'd suggest clearly titling the abbreviated document as "meeting highlights" and including obvious information on how to obtain full minutes. 

Better yet, put the whole thing online. At most public institutions, citizens have a right to access to such information, so it is all "appropriate" for public visitors.

I learned this the hard way 20 years ago when I served on a board at a public institution with several media professionals, and tried to post meeting documents in a "private" place.

Provided the documents are readily available on your institution's Web site, it might be appropriate to limit how much of the information ends up in search engines. Using no-index, no-follow and no-crawl tags on your Web site can restrict how much and how often the content is indexed. I'm not an attorney; check with your institution's attorney for information on what is expected by your state and institution. 

Best regards, 

-Cloy

--

Cloy Tobola, Ph.D.
Interim Chief Information Officer
North Dakota State College of Science
114 Old Main / 800 - 6th Street N.
Wahpeton, North Dakota 58076
Ph. 701-671-2770
Cell. 701-261-3700



From: Nicole Kegler <nk278@georgetown.edu>
Hi Lynette,
First, we only write highlights, not notes. This keeps the content level down. Then we e-mail directly to the committee or group. We do not normally post it on the Web as it is usually so specific in nature and would not be of interest or relevant to the general public.

On 3/14/2012 11:05 AM, Sherer, Lynette K [ITADM] wrote:

We struggle here as to the amount and level of information we include in our various meeting notes of our advisory committees and groups on our website (http://www.cio.iastate.edu/committees/).  We keep revisiting this issue but cannot reach a point of clarity. 

 

Do you post your meeting notes on your public website?  If so, how do you balance posting notes that are useful to your audience and still “appropriate” for public visitors (particularly beyond the campus borders)?  Or do you put your notes behind authentication?  Or do you do both (scrubbed for the public website; more detailed behind authentication)?

 

I appreciate whatever insight/information you are willing to share about this topic.   Lynette Sherer

 

*******************************************

Lynette Sherer, Program Coordinator

Information Technology Services

2680 Beardshear Hall

Iowa State University

Ames, IA  50011-2031

Phone:  515-294-6462

Fax:  515-294-6191

.

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.


-- Nicole Kegler Communications Manager University Information Security Office Georgetown University 202-687-5784 Protecting data is a shared responsibility! INSTALL antivirus and antispyware software. USE strong passwords. KNOW who you are dealing with online. STORE confidential and sensitive data on encrypted devices only. SHUT DOWN computers or disconnect from the Internet when it's not in use.
********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

Hi Lynette,

For Rice's IT Advisory Committee,  agendas, attachments, and meeting notes are saved by the VPIT's administrative assistant into a wiki requiring not just a Rice login, but also membership in that group.

No meeting notes from IT Executive Committee (VPIT, directors) have ever been taken or published in any fashion.

Within IT, we used to post weekly manager meeting highlights to IT-only wiki pages; after a few years, we were posting fewer and fewer highlights but got zero negative feedback so we stopped posting notes all together.

Good luck!

Carlyn Chatfield
Manager, IT Technical Communications
Rice University
Houston, Texas 77005
713.348.4819

On 3/14/2012 10:05 AM, Sherer, Lynette K [ITADM] wrote:

We struggle here as to the amount and level of information we include in our various meeting notes of our advisory committees and groups on our website (http://www.cio.iastate.edu/committees/).  We keep revisiting this issue but cannot reach a point of clarity. 

 

Do you post your meeting notes on your public website?  If so, how do you balance posting notes that are useful to your audience and still “appropriate” for public visitors (particularly beyond the campus borders)?  Or do you put your notes behind authentication?  Or do you do both (scrubbed for the public website; more detailed behind authentication)?

 

I appreciate whatever insight/information you are willing to share about this topic.   Lynette Sherer

 

*******************************************

Lynette Sherer, Program Coordinator

Information Technology Services

2680 Beardshear Hall

Iowa State University

Ames, IA  50011-2031

Phone:  515-294-6462

Fax:  515-294-6191

.

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

For some of Miami's IT advisory bodies agendas, meeting notes (at a high level) and related materials are posted to the UIT web site. This is open to the public. See www.muohio.edu/itadvisory – check out the ITSAC and the STAC pages. 

Cathy
Cathy McVey | Sr Director of Strategic Communications & Planning | IT Services | Miami University
V: 513.529.1379 | C: 513.330.1978 | E: mcveyc@muohio.edu
Like us on FaceBook: Miami University Information Technology Services

From: "Sherer, Lynette K [ITADM]" <lks@IASTATE.EDU>
Reply-To: The EDUCAUSE IT Communications Constituent Group Listserv <ITCOMM@listserv.educause.edu>
Date: Wed, 14 Mar 2012 11:05:55 -0400
To: "ITCOMM@listserv.educause.edu" <ITCOMM@listserv.educause.edu>
Subject: [ITCOMM] Posting meeting notes to public website - balance between meeting audience need and minimizing "exposure"

We struggle here as to the amount and level of information we include in our various meeting notes of our advisory committees and groups on our website (http://www.cio.iastate.edu/committees/).  We keep revisiting this issue but cannot reach a point of clarity. 

 

Do you post your meeting notes on your public website?  If so, how do you balance posting notes that are useful to your audience and still “appropriate” for public visitors (particularly beyond the campus borders)?  Or do you put your notes behind authentication?  Or do you do both (scrubbed for the public website; more detailed behind authentication)?

 

I appreciate whatever insight/information you are willing to share about this topic.   Lynette Sherer

 

*******************************************

Lynette Sherer, Program Coordinator

Information Technology Services

2680 Beardshear Hall

Iowa State University

Ames, IA  50011-2031

Phone:  515-294-6462

Fax:  515-294-6191

.

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

Lynette: After just launching our new web site yesterday, one of the things our team addressed was where to put information that was relevant only to department only or to a smaller audience—and meeting notes fell into this category. Our former web site turned into what I affectionately called a "landfill"--with approximately 4100 pages of content that accumulated for almost 8 years. It made navigation for our customers rather difficult—especially since we had content not only for the entire campus, but many groups—large and small! After undergoing a complete reorganization of information, we only kept content that fell into two primary categories that met the needs of the majority of faculty, staff and students: an overview of our department (marketing oriented content) and instructional based information about our services.

We encouraged those who maintained content on for small or limited interest groups to use our other collaborative tools such as the wiki or Sharepoint site to store and share their information. One benefit of using either of these tools is that you set up an account for each group and control access as needed.

As I mentioned earlier, when we started this process a little over a year ago, our website was 4100 pages. Our new website is a more manageable 355 pages, and also complies with the new University branding standards. Feel free to take a look at http://www.oit.nd.edu.

Good luck!

Lenette Votava

LENETTE VOTAVA
Internal Marketing & Communications
Office of Information Technologies
UNIVERSITY OF NOTRE DAME
574-631-6548
Lenette.Votava.3@nd.edu

From: "Sherer, Lynette K [ITADM]" <lks@IASTATE.EDU>
Reply-To: The EDUCAUSE IT Communications Constituent Group Listserv <ITCOMM@LISTSERV.EDUCAUSE.EDU>
Date: Wed, 14 Mar 2012 11:05:55 -0400
To: "ITCOMM@LISTSERV.EDUCAUSE.EDU" <ITCOMM@LISTSERV.EDUCAUSE.EDU>
Subject: [ITCOMM] Posting meeting notes to public website - balance between meeting audience need and minimizing "exposure"

We struggle here as to the amount and level of information we include in our various meeting notes of our advisory committees and groups on our website (http://www.cio.iastate.edu/committees/).  We keep revisiting this issue but cannot reach a point of clarity. 

 

Do you post your meeting notes on your public website?  If so, how do you balance posting notes that are useful to your audience and still “appropriate” for public visitors (particularly beyond the campus borders)?  Or do you put your notes behind authentication?  Or do you do both (scrubbed for the public website; more detailed behind authentication)?

 

I appreciate whatever insight/information you are willing to share about this topic.   Lynette Sherer

 

*******************************************

Lynette Sherer, Program Coordinator

Information Technology Services

2680 Beardshear Hall

Iowa State University

Ames, IA  50011-2031

Phone:  515-294-6462

Fax:  515-294-6191

.

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

Because we are a Google house, most of our groups or organizations have Google sites set up for these types of items. The Google site can either be opened to individuals, the university or the public at large depending upon the "sensitivity" of the material.


Kirsten Nagel
Manager Marketing, Communications & Training
Information Technology Services
I Case Western Reserve University
kirsten.nagel@case.edu
desk: 216.368.0785 • cell: 216.409.1028



Thanks everyone!  We will be changing our direction, and your comments were very helpful as to options.  Lynette

 

*******************************************

Lynette Sherer, Program Coordinator

Information Technology Services

2680 Beardshear Hall

Iowa State University

Ames, IA  50011-2031

Phone:  515-294-6462

Fax:  515-294-6191

 

From: The EDUCAUSE IT Communications Constituent Group Listserv [mailto:ITCOMM@LISTSERV.EDUCAUSE.EDU] On Behalf Of Kirsten Nagel
Sent: Wednesday, March 14, 2012 6:03 PM
To: ITCOMM@LISTSERV.EDUCAUSE.EDU
Subject: Re: [ITCOMM] Posting meeting notes to public website - balance between meeting audience need and minimizing "exposure"

 

Because we are a Google house, most of our groups or organizations have Google sites set up for these types of items. The Google site can either be opened to individuals, the university or the public at large depending upon the "sensitivity" of the material.


Kirsten Nagel
Manager Marketing, Communications & Training
Information Technology Services
I Case Western Reserve University
kirsten.nagel@case.edu
desk: 216.368.0785 • cell: 216.409.1028


Message from keli.cole@domail.maricopa.edu

Here at Maricopa we do similar things mentioned, i.e., distribution lists, wikis, sharepoint sites.  We did roll out a new IT Governance model and require all of our groups to post meeting notes for authenticated Maricopa communication transparency.  As part of the meeting note Template however we placed an Executive Summary at the beginning so we could pull that material for reporting specific items to our Governing Board and College Presidents.  It’s a work in progress but seems to be working well.

 

Keli Cole
Communications/IT Governance

Office of the Vice Chancellor ITS

MCCCD

480.731.8227

 

From: The EDUCAUSE IT Communications Constituent Group Listserv [mailto:ITCOMM@LISTSERV.EDUCAUSE.EDU] On Behalf Of Kirsten Nagel
Sent: Wednesday, March 14, 2012 4:03 PM
To: ITCOMM@LISTSERV.EDUCAUSE.EDU
Subject: Re: [ITCOMM] Posting meeting notes to public website - balance between meeting audience need and minimizing "exposure"

 

Because we are a Google house, most of our groups or organizations have Google sites set up for these types of items. The Google site can either be opened to individuals, the university or the public at large depending upon the "sensitivity" of the material.


Kirsten Nagel
Manager Marketing, Communications & Training
Information Technology Services
I Case Western Reserve University
kirsten.nagel@case.edu
desk: 216.368.0785 • cell: 216.409.1028


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