Technology and Information Services

Office of Technology and Information Services (OTIS)

The mission of OTIS is to:

• Support UT System Administration staff and functions by providing proactive, customer focused information management and technology services and ensuring a secure technology infrastructure.
• Facilitate IT collaboration among UT System Institutions to leverage institutional purchasing power, improve security, and establish common technology standards.
• To view entire web site: http://www.utsystem.edu/otis/.

Help Desk

• Dial: HELP (extension 4357) or (512) 499-4357.
• Send an E-Mail to: Help Desk.
• Monday - Friday 7:30am to 5:30pm.
• To view entire web site: http://www.utsystem.edu/otis/support/.

User Support

• Desktop Faxing
• Telephone Installation and Repair
• Voice Mail (Audix) and Unified Messaging
• Name Connector
• Laptop and Projector Check Out
• Videoconference Scheduling and Support
• Computer Installation and Troubleshooting
• If you have any questions regarding any of the above information, contact the Office of Technology and Information Services.

Network Services

• E-Mail
• Network Servers
• Backup of data
• Remote Computing
• Infrastructure Maintenance
• Security
• If you have any questions regarding any of the above information, contact the Office of Technology and Information Services.

Records and Information Management Systems

• Database Development
• World Wide Web Publishing and Support
• Document Management/Imaging
• Records Management
• To view entire web site: http://www.utsystem.edu/otis/Records%26DocMgmt/

Administrative Services

• Data Analysis and UT Statistical Information.
• Technology Policy Development and Implementation.
• Hardware and Software Purchase consultation.
• If you have any questions regarding any of the above information, contact the Office of Technology and Information Services.

Email Procedures

Being a Smart E-Mail User

• E-Mail is NOT private. Others may view messages in public information requests, court orders, technical problem solving, system maintenance and other circumstances.
• Deleted e-mail messages may remain on a disaster recovery tape for a period of up to one month.
• Do NOT write anything in an e-mail message you would not want to read in the newspaper!

E-Mail Awareness

• Mail boxes are limited in size. Exceeding the size limit will prevent sending new messages. Delete larger and unneeded messages or save in another location .
  • HINT: sort message by size and review the larger ones for possible deletion
• Note: Some messages are "official records" and must not be deleted.

Managing E-Mail

• By default mail boxes save Sent Mail. Periodically delete unnecessary items from the Sent Mail folder.
• Use the In-Box Assistant to manage e-mail by automatically deleting unwanted mail, filing mail in folders, and forwarding mail.
• The Out-Of-Office Assistant feature can automate the handling of your mail while you are away. Rules can be created to respond to mail, file mail, and forward mail.

E-Mail Etiquette

• E-Mail is not suited for all communication. Face-to-face meeting should be arranged when more appropriate - as in disciplinary actions.
• Ask the sender's permission before forwarding messages sent to you by others.
• Do no send chain letters or junk mail - especially to groups.
• Always complete the subject line so the topic is evident.
• Messages with graphics and animations quickly fill others' mail boxes and may contain harmful virus.

Appropriate Use of UT Information Resources

• All employees have a responsibility to protect University resources including confidential and sensitive information.
• Do not use University computers for personal gain or solicitation.
• Report any suspected abuse of University resources to your supervisor. Procedures for investigating suspected abuse or misuse are outlined in UTS164 - Information Resources Use and Security Policy.

Information Resources Procedures

• Each UT System Administration employee must complete a User Acknowledgement form.
• Upon an employee's termination all access to computing resources must be appropriately removed, including hardware and software used at home.
• To view all procedures: http://www.utsystem.edu/policy/lib_offc.html#otis.

Viruses

• Computer Viruses can be very destructive. To protect against them:
• Always run virus protection software on your computer.
• Do not use computer programs obtained on diskettes, from the internet, or received via E-Mail from unknown sources.
• Use a password-protected screensaver.

Protecting Information Resources

• Keep computer passwords secret. Do NOT write passwords where they can be seen by others.
• Do not access computer files created by others unless specifically authorized to do so.
• Use discretion when visiting sites on the Web. Many sites track your navigation through the site's web pages and may even store data on your computer.

Desktop Software

• The Microsoft Select Agreement gives UT System access to Microsoft's popular software.
• The agreement states that for each purchased license of Office Professional (which includes Word, Access, Excel, and Power Point) Publisher, Project, and FrontPage the primary user may make a copy of the product on either a home or portable computer for work-related purposes.

Software Procedures

• To get licensed Microsoft software products on a home or portable computer:
• Complete the Remote Access to Information Systems Authorization Form and have it approved by your department head.
• Call the Help Desk to arrange a time either to bring your computer in or check out the Microsoft software on CD.
• Software must be removed upon termination of employment.

Web Resources

• Pages posted to the UT System Administration web site must be approved by appropriate supervisory personnel.
• Obey all copyright laws.
• To view entire web page: http://www.utsystem.edu/otis/web/.