Message from Information Technology Services
Dear RFUMS faculty and staff,
 
Information Technology Services (ITS) is pleased to announce that RFUMS will be moving its email and calendar platform from Microsoft Outlook to Google Apps for Education in 2012. Over the past few months, the selection of Google Apps has been thoroughly reviewed by the Interprofessional Curriculum Committee and the Information Technology Advisory Committee. With positive recommendations from these committees, the initiative was then reviewed and approved for implementation by the President’s Cabinet. 
 
With Google Apps, we will gain the benefits of a robust and innovative feature set, the ability to access email and calendar services from any internet-connected computer, increased storage capacity, and lower infrastructure and support costs. What’s more, Google Apps is easy to use and we are confident that you will find it to be a more efficient way to manage your email and calendar.
 
The following are only some of the services that the Google Apps suite will provide to RFUMS:
 
Gmail - Email with 25 gigabytes of storage per account, robust search capabilities, and instant messaging built right into the browser.

Google Talk - Call or send instant messages to contacts anytime, anywhere in the world (collaborate on projects from different locations).
 
Google Calendar - Organize schedules and share events, meetings and entire calendars with others. 

Google Docs - Create documents, spreadsheets and presentations and then collaborate with each other in real-time right inside a web browser window. Google Docs may be a suitable alternative for the storage of non-sensitive departmental documents.

Google Sites - The Google Sites tool will allow people to quickly build ad-hoc web pages for specialized purposes (no technical expertise required). We see this as a great tool to perform small group collaborations, but not as a replacement for formal Internet or Intranet web sites. Your site can bring together all the information you want to share, including docs, calendars, photos, videos and attachments.
 
What’s changing?
  • Google’s web-based Gmail application will replace client-based software such as Microsoft Outlook, Entourage, Thunderbird, etc.
  • Google web-based Calendar will replace the calendaring functions of Microsoft Outlook, Entourage, Thunderbird, etc.
  • Google Docs will offer new options for word processing, spreadsheets, and presentations.
  • Google Apps will be available to you at any time from any computer/mobile device that has Internet access.
  • Enhanced Security - Google has the resources to provide a far more secure and robust data center in comparison to ours. Google maintains significant levels of redundancy and a current backup of our entire organization for disaster recovery purposes – Google will not lose our data.
  • ITS will no longer support desktop software for email and calendar functions because Google provides all services through a convenient web interface.
  • Email backups will no longer be maintained by ITS – we will be unable to recover specific messages or mailboxes from specific points in time for any reason. Once you decide to delete a message, you have a small grace period to recover it from your trash can, but after that it is gone and cannot be recovered. If you need to save a message for legal reasons, you should move the message to an appropriate filing system for long-term storage.
What’s not changing?
  • Your RFUMS email address will remain the same.
  • All of your existing email will be available to you from Gmail.
  • You will still be able to use multi-function office equipment with email (scan to email function).
  • Use of Microsoft Office and your other programs will remain the same.
What can I do to prepare?
  • Clean up/delete any email that you do not want migrated to your new inbox.
  • If you plan to migrate PST files (also known as archives or personal folders), take some time to get rid of old, unwanted messages, as they will be migrated to your new Gmail INBOX.
  • Please visit our User Adoption Site at https://sites.google.com/a/rosalindfranklin.edu/google/ to familiarize yourself with Google Apps.  
Additional information regarding the deployment timeline and training opportunities will be announced in the near future.
 
Thank you,

 
Richard Loesch, MBA
Chief Information Officer,
Information Technology Services
Rosalind Franklin University of Medicine and Science
http://www.rosalindfranklin.edu
Phone: 847.578.3225
Fax: 847.578.3202