STATE GOVERNMENT COUNCIL
Thursday, August 8, 2002
Department of Labor-3rd Floor Conference Room
550 South 16th Street
Lincoln, Nebraska
MINUTES
MEMBERS PRESENT:
Bob Beecham, Department of Education
Steve Henderson, IMServices
Bob Howard, Division of Communications
Greg Lemon, Secretary of State's Office
Jim McGee, Health and Human Services
Glenn Morton, Workers' Compensation Court
Jon Ogden, Department of Roads
Steve Schafer, Chief Information Officer
Bob Shanahan, Labor
Gayle Starr, Department of Natural Resources
Rod Wagner, Library Commission
MEMBERS ABSENT:
Mike Overton, Crime Commission; Mike Calvert, Legislative Fiscal Office; Tom Conroy, Department of Administrative Services; Keith Dey, Motor Vehicles; Patrick Flanagan, Private Sector; Dick Gettemy, Department of Revenue; Dorest Harvey, Private Sector; Dan Hoffman, Policy Research Office; Gerry Oligmueller, Budget Office; and Joe Steele, Supreme Court
CALL TO ORDER, ROLL CALL, NOTICE OF POSTING
Mr. Schafer called the meeting to order at 1:35 p.m. Roll call was taken. There were 11 voting members present. A quorum existed to conduct official business. Mr. Schafer stated that the meeting notice was posted to the NITC and State Government Council Websites on July 17, 2002 and that the meeting agenda was posted to the NITC Website on August 5, 2002.
PUBLIC COMMENT
There was no public comment.
APPROVAL OF APRIL 11, 2002 AND JUNE 13, 2002 MINUTES
Mr. Starr moved to approve the April 11, 2002 and June 13, 2002 meeting minutes as presented. Mr. Ogden seconded the motion. All were in favor. The motion was carried by voice vote.
ELECTRONIC RECORDS RETENTION
Greg Lemon, Secretary of State Office
The July 16th meeting notes were made available to the council members. Mr. Lemon informed the council that Schedule 124 is in the process of being updated and it is anticipated that they will be ready in September. Schedule 124 deals with correspondence of agencies. The updated version will include email as well. Suggestions for next steps were discussed. The council agreed to wait until the Schedule 124 update is available before making any decisions. The following suggestions were offered:
- Definitions need to be clear.
- Research what other states are doing in this area
- Layout regulations for technical solutions
- Relational databases need to be addressed
E-FAX PROOF OF CONCEPT
Randy Cercle, Workers' Compensation Court
Mr. Cercle reported that testing was done with Health and Human Services and Workers Compensation Court. Another product called FAST FAX is available at a lower cost and is currently being tested. Security is being addressed in all testing. The products are being tested from two angles: 1) can the product perform blast fax or have the ability to put out thousands of faxes at one time, and 2) can e-fax be integrated into an email system. At the implementation phase, the council will need to decide if this should be an enterprise solution.
SECURE E-MAIL UPDATE (PDF 94k)
IMServices is developing a Web-based system for secure information exchange for HHS. A guideline, recommending that agencies consider utilizing this system, was discussed.<![endif]>
Mr. Shanahan moved to recommend the approval of the "Secure E-mail for State Government Agencies" guideline by the NITC's Technical Panel. Mr. Ogden seconded the motion. Roll call vote: Beecham-Yes, Ogden-Yes, Howard-Yes, McGee-Yes, Lemon-Yes, Henderson-Yes, Shanahan-Yes, Morton-Yes, Schafer-Yes, Starr-Yes, and Wagner-Yes. The motion was carried by unanimous vote.
DIRECTORY SERVICES
The project is in Phase 3 and is on schedule. The installation of software and hardware continues, as well as the evaluation and testing.
BUDGET REVIEW TIMELINES (PDF 44k)
In anticipation of an extended October 15th date for budget submissions, the council members were given the proposed changes for the budget review timeline.
STATE GOVERNMENT COUNCIL MEMBERSHIP
Members discussed the current membership on the Council and possible changes. A number of agencies have indicated an interest in serving on the Council. Members were asked to provide staff with recommendations for new members.Staff will make recommendations at the next meeting. The NITC will need to make the final approval.
UPDATES
Enterprise Security Implementation. Mr. Schafer reported that the Work Group has been focusing on business continuity. Templates were developed and currently are being revised. There will be another meeting in the next 2-3 weeks. NEMA has agreed to address the broader issue of business continuity in state government. The Security Assessment Project is on hold until after the legislative special session. The Security Awareness Training held on July 15th was a success. As a result, IMS is providing security awareness training monthly for agencies.
Lotus Notes Collaboration Group. There was no report.
NIS Project. There was no report.
State Government Council Action Plan. Mr. Schafer distributed an Employee Portal document to council members for their review. This would be much like the business portal from the state home page. Strong consideration will be given to the issue of security. If members were interested on serving on the work group, they are to inform Mr. Becker.
AGENCY REPORTS
Department of Roads. Mr. Ogden reported that the issue of physical security is being discussed. Also, since the Ogallala flooding incident, there is support for a 24x7 operation. The department is investigating videoconference capabilities over the state network and upgrading locations which currently have 56k access to DSL.
Corrections. Digital photos of existing inmates have been put into the CJIS system.Other agencies and entities such as the FBI and the State Patrol can access the data.
Health and Human Services. The department is having an IRS audit in September on IRS data (CHARTS and NFOCUS).
OTHER
Mr. Becker announced that System Automation, the vendor for License 2000 (used by HHSS), is giving a demonstration of their front-end Web based licensing application, called MyLicense, on August 28th. Members are invited to attend.
NEXT MEETING DATE AND ADJOURNMENT
The next meeting of the NITC State Government Council will be held on Thursday, September 12, 2002, 1:30 p.m. The location will be determined.
With no further business, the meeting was adjourned at 3:20 p.m.
Meeting minutes were taken by Lori Lopez Urdiales and reviewed by Rick Becker of the Office of the CIO/NITC.
meeting minutes