[Special edition 1]
Coming soon! A few points about the migration schedule and the service for the new
faculty & staff groupware and the faculty & staff e-mail (KUMail)-page2-

1. Overview and schedule:
Currently the IIMC is promoting the migration of work related systems such as thegeneral-purpose office computers, the faculty&staff groupware, the e-mail forfaculty&staff (KUMail) etc. to an environment using the Cloud. In this article we will
explain the migration schedule and the services etc. mainly focusing on the points that
affect the faculty&staff.
Table 1 shows the overall migration schedule. The faculty&staff groupware isscheduled to switch to a new system on the 17th of December 2018. The new
KUMail(Gmail) will be available for use sometime in February 2019 and until May 2019
we plan to operate in parallel with the current KUMail (MailSuite). Prior to these, wewill hold a few briefing sessions starting the end of October 2018 to the beginning ofDecember 2018. Moreover, the migration of KUMail will proceed stepwise as shown
below.
<KUMail migration flow>① Start setting a capacity for sending and receiving e-mails with the current KUMail(Mail Suite) (3rd of September 2018).
② Mass migration of the data, differential migration (only for applicants; to be
implemented in early December 2018).
③ Start the distribution to the next KUMail (Gmail) [Start transferring the new
e-mails from Mail Suite to Gmail].
④ Parallel operation of the e-mail services [Confirmation of the migration results andvarious settings on the Gmail platform].
⑤ Stop the delivery to the current KUMail (Mail Suite) (scheduled around May 2018).

2. About the briefing sessions:Regarding the use of new services and systems, briefing sessions will be held
according to the following schedule. For general users, we will explain about theoverview of commonly used functions, explanations of how to operate them, notes ondata migration etc.
<For the staff in charge with technology from the IT department>■ Yoshida Campus:
31st of October 2018 (Wednesday) @ Media Center 4F Conference Room<For all users, administrative staff of departments (department managers in charge
with each type of the groupware functions)>■ Yoshida Campus ( Scheduled to be transmitted for remote areas)
・12th of November (Monday) from 13:30-15:30 @ Centennial Anniversary ClockTower -Centennial Hall・14th of November (Wednesday) from 13:30-15:30 @ Centennial Anniversary ClockTower-Centennial Hall
■ Katsura Campus
・27th of November (Tuesday) from 13:30-15:30 @ Funai Tetsuro Auditorium■ Uji Campus:
・5th of December (Wednesday) from 13:30-15:30 @ Uji Oubaku Plaza- Kihada Hall

3. The service and important points regarding the faculty & staff groupware
The functions and service level, as well as the screen layouts etc. for the new
faculty&staff groupware are basically made so as to inherit the current system(Notes/Domino). For example, the layouts of the bulletin board, schedule, link collection
etc. on the top page are made as similar as possible. On the other hand, the appearanceof the user interface and the hierarchical structure of the organization etc. are quite
different from the current system. We apologize for any inconveniences that you may
experience until you get used to it, but we thank you for your understanding and yourcooperation.
Figure 1 shows the list of functions of the new faculty&staff groupware (Garoon).
Taking into consideration the convenience of the faculty&staff, functions evaluated as
unnecessary from the point of view of preventing confusion and functions duplicatedwith “G Suite for Education” are turned “off”.
Approximately 10 work related applications of the faculty&staff groupware such as“staff record”, “service for publicly offered assets”, “contract performance record searchsystem”, etc., which were developed independently by Kyoto University, are going to be
re-built using the development platform “kintone”.
The current secondary address book is used for permission settings and as ane-mailing list and after the migration it will be achieved through a function of the “G
Suite for Education” called “Google Group for business”, being available starting fromthe same day of the faculty&staff groupware switching which is the 17th of December
2018. The secondary address itself will not be changed (~@mail2.adm.kyoto-u.ac.jp).
Also, the name will be changed to “secondary group” and apply the new registration andchange of the secondary group using Garoon’s “workflow” function. Since the e-maildata stored in the current “secondary address mailbox” (archive of the received e-mail)cannot be transferred to the new system, we plan to deliver it separately in “eml fileformat” for each secondary address.
The new faculty&staff groupware can be used on smartphones, so you can easily
check the schedule, notification lists etc. on your own smartphone. In addition, we will
pay attention to the convenience of the faculty&staff and we will offer access not only
from inside the campus, but from outside the campus as well.

List of functions
Function off

Basic Applications
Applications included in the service license

PortalSchedule

Facility reservation

E-mail

Message

Bulletin board

Space

File management

Memo

Notification list

To Do List

Address Book

Favorites

Link collection

Phone memo

Presence
RSS Reader

confirmation

Time card

Work flow

Multiple
reports

Full text
searchSmartphone

MobileReminderCustomize

Figure 1: List of functions for the new faculty&staff groupware (Garoon).
(Detailed explanations of the functions:
1. Portal: According to the needs, you can create a versatile portal for internal company
use.
2. Schedule: You can register and share both your personal as well as the team schedule.
3. Facility reservation: Reservation management of conference rooms and equipment
can be done.
4. E-mail: It is a web mailer that registers and uses servers.
5. Message: For a certain company internal messages can be sent without using e-mailaddresses.
6. Bulletin board: As convenient tools for company-wide notifications, bulletin boards
and reservation posting are also available.
7. Space: It’s an electronic conference room that can be used across divisions.
8. File management: You can share internal files and you can manage the versions.
9. Memo: It is a memo pad convenient for memorandums and drafts.
10. Notification list: You can check both new and updated notifications across theapplications.
11. To Do List: You can set task deadlines and their relative importance.
12. Address Book: You can create both your own and the organization’s address book.
13. Phone memo: You can leave a call related message to other users.

14. Favorites: You can register files and threads that you often access.
15. Link collection: You can register the URL of frequently used websites.
16. RSS Reader: You can register the RSS of frequently viewed websites.
17. Presence confirmation: Present status is displayed from the login status.
18. Time card: The login/logoff time to Garoon can be registered.
19. Work flow: The application form can be done freely. The application related work canbe digitized.
20. Multiple reports: Easy creation and sharing of meeting records and reports.
21. Full text search: You can search information within Garoon cross-sectionary
including the contents of the files.
22. Smartphone: You can use the view and applications for smartphone.
23. Mobile: A view for feature phones is available.
24. Reminder: We will inform you on the schedule and notifications on the desktop by
pop-up.
25. Customize: Customization such as cooperation with other systems is possible.
4. Services and important points regarding KUMail (Gmail) and G Suite for Education
・KUMail(Gmail)The new KUMail will be offered as Gmail, which is one of the core services of the G
Suite for Education. The university’s e-mail addresses (~@kyoto-u.ac.jp) will remainunchanged. As a premise, please continue to understand and cooperate in improving thee-mail literacy of the faculty&staff such as not sending important information by e-mailand avoiding to attach files as much as possible (try to use KUMail storage etc.) In
addition, KUMail storage can be used the same way as until now. Also, the current
faculty&staff groupware Notes/Domino’s “large capacity document” function will beusable after migration, but changed to alternate function (Garoon’s “message” function)
for file sharing.
As shown in Table 1, after the migration of the e-mail data of the current system tothe next system, we have set a period for operating the current system along with thenext system roughly from February 2019 to May 2019. In this parallel operation method,e-mails for faculty&staff (KUMail) can be sent and received by both systems, butmessages that are newly created and transmitted by the current system (MailSuite)
during the parallel operation period starting from February 2019 will not be transferredto the new system (Gmail), so please use the new system (Gmail) as soon as possible.
Ultimately, we will stop the sending and receiving for the current system around May.

For e-mails saved in the current system (MailSuite), concerning the migration of bulk
e-mail data to each user, we intend to conduct an inquiry and we plan to incorporate it
only for those who wish to have it for the next system (Gmail). The targets for the massmigration are only the e-mail data on the server of the current system(MailSuite)(=data that can be checked on the web mail’s screen) and the folder
information. Regarding the results of the migration, we will inform all the users whowanted the bulk transition, including the success and failures, after they start using thenext system (Gmail), so please confirm it. However, even if you don’t want to have thee-mail data bulk migration, please be aware that after the new service (Gmail) starts tofunction (scheduled for January 2019), the new e-mails will also be sent to Gmail. The
patterns of the failed migrations appear mostly when the e-mail size exceeds thethreshold (about 20MB) or when it contains attached files that cannot be handled by
Gmail. As a countermeasure, users export the target e-mails from MailSuite bythemselves and save them on the PC etc. In addition, MailSuite’s address book,automatic sorting setting, transfer setting, signature etc. are not subject to themigration, so we are sorry for the inconvenience caused, but take care of them yourself
after you start using Gmail. Then, we will provide a migration support tool to import
MailSuite’s address book and automatic sorting setting into Gmail (Please also refer to“6. Data migration by user” on page 5.).
At this stage, we plan to completely switch the e-mail system of KUMail around May
2019. Even after the complete switch, it will be possible to access the past MailSuite(but not send/receive) until March 2020 (planned).
・Services for G Suite for Education
The services available in G Suite for Education can be classified in the core services(about 10 functions) and the additional services (about 50 functions).
Figure 2 shows the services (all of them being core services) that we plan to introduce
at our university. For the new faculty&staff groupware’s start of the operation(scheduled for the 17th of December 2018) there is one (Google group for business) andfor the new e-mail system Gmail’s start of operation(scheduled for February 2019) there
are 5 services (Gmail, Google Drive, Google Documents, Google Forms, Google
Calendar) that will be provided. For other core services and some additional services,
we will consider if their installation is necessary aster the start of operation of the new
system. If you have any requests for services you would like to use, please tell us youropinion.
In addition, Google Calendar automatically synchronizes with the ‘Schedule’ functionof the new faculty&staff groupware (Garoon). If you register the schedule to either ofthem, it will be displayed on both calendars, so you can expect improvement of the office
work such as the schedule adjustments.

Figure 2. Planned time for the introduction of the core services belonging to the G Suitefor Education
5. About the authentication method
The new faculty&staff groupware and KUMail(Gmail) are based on Shibboleth
authentication (some use the Open AM authentication). Therefore, compared to thecurrent system, it provides a single sign-on between systems for a wide range ofservices.
6. About the data migration done by users
Basically, although the policy is to migrate the data registered in the current systems

as much as possible (Mass data migration is done only for applicants), the current
faculty&staff

groupware(Notes/Domino)’sschedule

andthecurrent

KUMail(MailSuite)’s address book, things that cannot be implemented directed by the systemadministrator due to technical reasons, etc. will have to be transferred by the users aswell as the new system’s settings. Regarding Notes/Domino’s “Calendar” and“Automatic Distribution Setting”, we are planning to provide the transition support
tools, so we are looking forward for your understanding and your cooperation.
7. Finally…
Details about the system updates&migration such as the faculty&staff groupware,
faculty&staff e-mail (KUMail) etc. will be posted on the following IIMC’s website inorder of their appearance, so please check it.
<IIMC Website>
http://www.iimc.kyoto-u.ac.jp/en/services/portal/member/ku_internal/newgw.html
Home> Search by service> Portal site> Portal site for faculty&staff (faculty&staff
groupware)> [for inside the campus only]> Notice about the next faculty&staff
groupware・ next faculty e-mail (KUMail).
(Yasuhiro Nagai: Professor of the IT Planning Office or the IIMC (Director of theElectronic Bureau))

[Special edition 2]
Security considerations when using the Cloud Service-page6-

1. Introduction
In order to use the Cloud service, especially the public Cloud service safely, the IIMC
publishes the “Kyoto University Cloud service usage guide”(hereinafter referred to as“the usage guide”). In this article we will briefly explain the security precautions whenusing the Cloud service from this usage guide. For a detailed explanation, please visit
the following site: http://www.iimc.kyoto-u.ac.jp/ja/services/ismo/use/regulation.html
2. The types of Cloud services and division of the responsibilities
Cloud services can be roughly divided into three types. The difference between thefour responsible division points, including the case where you make your own server, is
as shown in the table below. Please understand how much responsibility is required as auser of the Cloud service, and use it accordingly.
Types

On premises

IaaS(Services

PaaS (Services that use the

SaaS (A service that uses

(Description)

(Own

using

computersdevelopment and execution

an application executed onfrom inside theenvironment of applications

a server located inside the

Cloud)

running in the cloud)

Cloud)

yourserver)

Users

Data
Applications

Data

Middleware

Applications

OS

Middleware

Data

HardwareOS

Applications

Data

HardwareMiddleware

Applications

OS

Middleware

HardwareOS

Cloud
operators

Hardware3. Security incident response
If an incident occurs in the Cloud service, please follow the procedure shown below.
Especially immediately after it is discovered, proceed to ① to ③ and communicate
accordingly.
① Stop the service provision on the server.
② Contact the Cloud provider (the necessity and content depend on the division of the
responsibilities.)③ According to the incident response network, contact the people involved (it isrequired especially in the case of information leakage).
④ Acquire various log information (including access log etc.) required for the incidentresponse, the incident cause and the scope of the incident.
⑤ Review and implement technical recurrence prevention.
⑥ If you cannot identify the cause of the incident, you will need to consider rebuilding
the server (including clean installation) and in some cases to change the Cloud provider.
4. “Check items” to be taken into consideration
In the usage guide, there are some “check items” cited for the time when you should
consider when starting using the cloud services. The “check item” list is written here.
Please refer to the usage guide for detailed information on each of the “check items”.
In addition, the usage guide contains a checklist and an evaluation of the widely used
Cloud services, so please use it.
● Reliability of the service
Durability of the data
● Support related
Support desk/ Support reception hours/ Support response time
● Management function
List display function of the operating status/ Process monitoring function● Reliability of Cloud providers
Presence of a third party consignment/ Protection of the personal information at thecontractor’s site
● Contract terms (Nationality)
Governing law/ Court of competent jurisdiction● Security
Provide update information/ Security measures (virus detection/defense)/ Update thevirus definitions● Data management
Use of encryptions/ log/ log use● Backup
Existence of the backup service/ Simultaneous backup to multiple centers/ Security
measures for backup data
● Handling of the data at the end of the contract
Delete data/ Protect user data/ Account inheritance● Data inheritance at the end of the contract
Data retrieval security
Server image migration
Migration of the user data

5. Conclusions
The IIMC thinks that the number of systems that use public Cloud services inside theuniversity is expected to increase. When using the public Cloud, please check the usage
guide and pay attention to the information security measures as well as to theinstallations inside the campus.
(Planning and Information Department/Information Infrastructure Division/ Security
Measures Team)[Implementation report]
About the training done using the safety confirmation system-page8-At our university, in case of natural disasters such as earthquakes and pandemics, we
grasp the safety status of the students and the faculty members both smoothly andquickly, support the members who suffered damages and help with inquiries fromfamily members etc., restart the classes and the examinations and in order to decide thedisaster response so as to utilize it for policy decisions etc. we have established a safety
confirmation system and it has been officially operational since April this year.
For the training that we conducted this time, we aimed have the students, faculty andstaff familiarized and getting proficient about the safety confirmation system and inorder to enable the appropriate processing and so as to achieve an effective utilization of
the safety status obtained from the safety confirmation system in each department wecarried it out at the same time for the whole university, being the second time we do it
following last year.
■Implementation of the training
Assuming that an earthquake having a seismic intensity of 6 or less occurred in the
Kyoto city area on the 3rd of July 2018 (Tuesday), approximately 35.000 students,
faculty and staff members of our university were asked to voluntarily confirm theirsafety status as the registration began.
① Period of registration: from the time the training starts to the 10th of July 2018
(Tuesday) at 12:00.
② Sending e-mails:~on the 3rd of July (Tuesday) at 8:00 =>Safety registration e-mail request~on the 3rd of July (Tuesday) at 12:00 => Safety registration promotion e-mail (dunninge-mail)In addition, it took about 2 hours to manage the e-mail system until all the e-mails
arrived.
③ Public relations announcements done prior to the training:● Posting on the portal for faculty and staff and on KULASIS (from the 27th of June)● Notification to all members by bulk e-mail (on the 2nd of July)● Seeking cooperation from the teachers to inform their students about it during theirclasses (from the 28th of June)(Reference) Notification of safety confirmation system during the guidance for freshmen(early April)■Rate of the registration about safety
Out of 34.920 subjects to take part in the training, 24.013 people registered theirsafety status. The registration rate was about 9% higher than last year, reaching 68.8%,
while in the cases of faculty, staff, students and also foreigners this year’s results
surpassed last year’s results.

[Registration status for students and faculty&staff]

Number of registeredstudents for 2017
Number of registeredstudents for 2018
Number of registeredfaculty&staff for 2017
Number of registeredfaculty&staff for 2018
0

20

40

60

80

100

① Status by departments
The departments that were able to confirm the safety status of all members reached
20 departments (there were 12 for the previous year), for over 90% there were 35
departments (there were 23 for the previous year) and apart from those, almost all
departments showed better situations compared to the previous year. Especially, theliterature department which had a low rate last year showed a large increase in theregistration rate.

② The hourly situation
A remarkable tendency regarding the registration rush around the time zone of theregistration request e-mail, during and immediately after the dunning e-mailtransmission time period was confirmed. However, in this exercise, it is estimated that
there were more than 9.000 re-registrants because of erroneous sending of the dunninge-mail to all members, including the people registered as safe.
③ Status for the faculty and staff
About more than 2/3 of the member’s safety status was confirmed at almost all
departments.
Registration rates of all departments exceeded last year’s results for all departments
and no significant difference was noticeable between departments.
④ Student situation
Almost all the departments exceeded the registration rate of the previous year, butthere was almost a 20% difference between those of graduate and undergraduate
students.
[Registration status for undergraduate and graduate students]

Number of registeredundergraduate students
Number of registeredgraduate students
0

20

40

60

80

By doing a separate analysis, the percentage of the liberal arts students was 53.5%,
greatly improved from last year, still 11% behind that of science students.

Students having a humanities major
Students having an exact science major
Average for students

0

20

40

60

80

In addition, for undergraduate students (4 year system, 6 year system), theregistration rate of the freshmen was about 70%, felt greatly for the 2nd and 3rd year
students, but tending to recover for the graduate year students.
For graduate students, the students from the 2-4 year system kept a 70-80% percent
range, but for the 5 year system graduate students, the decline happened for the 3rd and4th year students, showing a recovery for the students in the graduation year.

■OPT input items
During the training, in addition to checking the relevant items such as the safety
situation, we have allowed free descriptions of up to 100 characters.
① Described situation
Both the number of inputs and the input rate have increased compared to theprevious year; especially for foreigners, the high level of interest was remarkable.

② Input content
There were disaster situations where they supplemented their own safety situations,complaints about the system, requests, questions etc., general opinions about thetraining and reasons for late registrations etc.
Despite the 1168 descriptions of the disaster situations, the number of emergency
information about emergency situations decreased, but the use as effective means ofconveying information such as adding their physical information etc. has increased. Inparticular, regarding the transmission of business information, it was effectively used
for contacting the departmental office such as the destruction of facility buildings, thesafety of colleagues, the continuity of the project etc.
There were 530 complaints, requests and questions about the system, but there were
352 complaints due to mistakes in sending the dunning e-mail; apart from this,complaints etc. decreased from the previous year. In addition, there was no demand toencourage the improvement of the system, but there were many requests that theoperation range at the time of the earthquake from the North part of the Osaka
Prefecture that the operation area should be expanded.
In addition, there were many questions and complaints due to mistakes regarding theoperation method and the lack of understanding.

■Summary (Problems and challenges)
For this training, although the registration rate of the members greatly exceeded lastyear’s results, the following problems and challenges arose.
① Active and continuous consideration for the public relations (especially registrationof the voluntary safety situation when earthquake occurs, inform the undergraduate
students etc.)② Examine to expand the operation range of the safety confirmation system (such as
being brought up by many members and departments when an earthquake took place at
the North side of the Osaka Prefecture on the 18th of June.)③ Study the display and search method of the safety confirmation system (forpreventing erroneous operations at the input time and improving the convenience of thesearching method etc.)④ Improvement of material leaflets and the operation manual (addition of Q&A andcreation of a simple version of the operation manual etc.)⑤ Implementation of the registration drills of the safety confirmation system at
disaster prevention drills etc.
As for the confirmation system, although it is gradually becoming steady, we willcontinue to review it in order to solve the problems and issues mentioned above so as toimprove it, so hope that you will continue to support us and you will cooperate with us.
(General Affairs Department/ Maintenance of planning and management/ Risk
management team)[Service introduction]-page11-All students are asked if they would like to take a BYOD-type lesson using theirnotebook PCs
Since March 2018 we started operating the virtual terminal service for theeducational computer system in order to achieve the BYOD (Bring your own device)*1 asthe educational learning terminal environment.
The computer system for education was provided so far with PC terminals for allclassrooms of each department in the unified educational learning terminal
environment for classes requiring the use of a PC.
This time, the virtual terminal service which started its operation can use thisenvironment for various notebook PCs owned by students using remote desktop (Amethod of displaying and operating the desktop environment such as the PC screen,
keyboard, mouse etc. from a notebook PC etc. located in a distant place by using the
network) via the web browser. By doing this, even in ordinary classrooms where PC
terminals are not installed, classes can be conducted in a unified educational learningterminal environment like the satellite classrooms.
In addition, self-study which could have been done only in the OSL (Open Space
Laboratory) can also be accessed from the laboratory or from home etc. through thevirtual terminal service so as to continue a task and so on. *2
For using the class through the virtual terminal service, application by the teacher incharge of the class is necessary. Applications are accepted every half a year (in June andDecember), twice a year, so if you are interested, please consult with the media
management team for education.
In addition, please refer to the website of the IIMC for information about the detailed
usage and information regarding the available software.
■IIMC PC terminal service for education
http://www.iimc.kyoto-u.ac.jp/ja/services/ecs/■Media management team for education (reception for virtual type terminal service
consultation)

edu-soft@mail2.adm.kyoto-u.ac.jp――――――――――――――――――――――――――――――――――――――――*1 BYOD: Abbreviation for “Bring Your Own Device”. Use your own device such as a
notebook PC etc. for work and education.
*2 From outside of the university it can be used after connecting to the campus network
via KUINS’ VPN connection.

(Planning ・ Information

Department/Information

Management Team for Education)

Infrastructure

Division/Media

[Service introduction]
Introduction of the e-Learning Portal-page 12-Since Kyoto University has many e-Learning training materials it is difficult toknow which training materials must be used at some point and which training
materials were used by a certain person so far. In order to improve this situation, we
started the e-Learning portal on a trial basis.
■E-Learning training materials
Kyoto University offers various e-Learning training materials as part of the cyberlearning space and individual systems. To be more precise, training materials such as
the following ones are provided (there are many other additional training materials).
● Information security (for all members)● Research fairness (for researchers)● Appropriate use of research expenses (persons involved in the management andoperation of competitive funds)● Security export control● RI Re-education and training● Basis legal training related to life science research● Health management and safety measures for overseas study● Health management and safety measures for international students■e-Learning portal (https://elearning-portal.iimc.kyoto-u.ac.jp)

Currently, the e-Learning training materials covered by the e-Learning portal are thefollowing 3. For other training materials, we plan to add it to the portal as soon aas we
can select the proper ones.
● Research fairness
expenses● Information security● Appropriate use of researchWhen you access the e-Learning portal, you will be transferred to the Shibboleth
authentication screen, where you can login with your own SPS-ID or ECS-ID. Whenlogin is successful, the screen shown in Fig. 1 will be displayed.
If you have taken the e-Learning training and you have passed, you will be marked as“attended” in the course status and for other cases it will show “not attended”.
If you click the link of the e-Learning training’s item, it jumps to each training page. For
trainings that have links to guidance and manuals, please refer to them and take them.
■Finally…
For questions and comments about the e-Learning portal, please contact us by e-mail.
E-mail address: 740elp@mail2.adm.kyoto-u.ac.jp(Atsumi Noritoshi: Assistant Professor at IIMC’s IT Planning Office, System Design
Division)[Service introduction]-page 13-

Do you know about the “Learning Commons” room located inside the Media Center?
Speaking about Kyoto University’s “Learning Commons” room, the one located inside
the main library is famous, but did you know that Media Center also has a “Learning
Commons” room?
The “Learning Commons” of the Academic Information Media Center-South Building
located in Yoshida South Campus uses a concept called “ICT Learning Commons”
having study equipment suitable for BYOD (Bring Your Own Device) style learning. To
be more exact, it has enough power outlets and a Wi-Fi environment (KUINS-Air), anda large display that can be connected to your PC. If you don’t understand how to use thesoftware, PC, network etc., you can ask questions to a group of graduate students called“BYOD Teaching Assistants”.
When you study by yourself at the university, there are many things you would like tolearn and study together with your friends and your seniors. In addition, in the recent
years, we are also experiencing project type learning where a group of people gets
together in order to solve a problem. At the “Learning Commons” room it is allowed tobring drinks (having a cap) and talk, allowing for deep discussions to take place andpracticing free and open-minded learning while making presentations to each other etc.

Well then, we expect that students will actively use it.
(Morimura Yoshitaka: Associate Professor at the Information Environment Support
Center)[Notification] Establishment of the Web Strategy Office and its efforts up to now■Establishment of the Web Strategy Office
Nowadays, from Kyoto University’s perspective, the Web is an indispensable media
used to disseminating its information to various people from Japan and abroad.
However, because the real planning and management of the Website has been
entrusted to the departments, an overall coordination lacked and it was a burden foryoung researchers involved in the site construction etc. and also had various challenges
facing its information dissemination process.
Realizing this situation, in 2017 we established the Web Strategy Office under the
University’s Director for Information’s authority and a four-year plan was decided topromote the project in different stages so as to improve our web information
dissemination system. Specifically, we will establish a structure across the departments
having the mission to do the following: ① improve the current website, ② examine
the concrete contents for the full renewal planned for 2020, ③set and develop its visual
identity (VI).
■Efforts done so far
In 2017 we identified the problems of the present situation and focused on identifying
how the homepage wanted by the people concerned should look like. Furthermore, we
reduced the waste in the work concerning sending information on the Web and weestablished a strategic skeleton aimed at improving the quality as well as improving theurgent problems related to the educational pages and international related pages.
Moreover, while inheriting our university’s university identity (UI) and values thathave been fostered so far, we are working to make use of the visual identity (VI) such as
emblem and logo type etc., used mainly by the Web and the public relations etc., fromboth sides of the Web and the VI.
In 2018 we continue to check the contents of the current website along withorganizing and modifying the contents groups related to international exchange, also
making a guidebook so that people from inside and outside of the university can utilize
the VI that started in the previous year and started to develop various products such as
business cards and letterheads. In addition, we are thinking about a mechanism able toaggregate and manage these data in order to facilitate the use of PR resources such as
photographs and movies scattered inside the university that can be useful for public
activities etc. of the university and the departments. Toward the renewal of the website
in 2020, which is 2 years from now, we will do the following: (1) start a specialized team
to examine the issues, (2) hold workshops etc. so as to study the Web strategy. Since the
Web site renewal ranges from business efficiency to technical contents such as servers

and so on, we have started the following 3 review teams. Business efficiency of
information transmission by the web site, which is examined by the “working process
examination team”, contents and design is examined by the “contents and design
examination team”, contents management system (CMS) and server configuration etc,
which is examined by the “technical examination team”. (Fig.) In addition to the core
members, each team has invited several advisors. Meetings by these teams andmeetings by core members headed by the head of the IIMC are held regularly and wecontinue to take into consideration various issues and directions.

In addition, we invite experts on web design and university information
dissemination to conduct seminars for the web staff from inside and outside the campus
so as to know as much as possible about the opinions of people from inside and outside
the university as well as the related activities of other universities. For the first of theseseminars we collaborated with the Academic Information Media Center so that on the
6th of September 2018 a seminar entitled “Visualize the Values of the University:
Design of University Identity and Website“ took place. We will continue to hold theseseminars so as to make known the activities of the Web Strategy Office and to collectopinions.
■Summary
As described above, the Web Strategy Office established under the Director ofInformation is working to improve the current website and to fully renew it. The
website is a “place” for sending information and there are various ways of thinking
about what kind of information through what kind of technology is to be sent. Since weincorporate such ideas and perspectives into our activities and are planning to make a
website that can better convey the activities of our university, we would be pleased if
you continue to tell us your opinions.
(Ono Eiri: Specific Lecturer at the IIMC/IT Planning Office (Web Strategy Office))

[Notification]-page15-AXIES 2018th Annual Conference-This year’s AXIES annual convention is held in
Sapporo!!AXIES (Academic ICT Promotion Council) 2018- The Annual Conference will be heldin Sapporo City for 3 days, between the 19th of November (Monday) and the 21st ofNovember (Wednesday).
The annual conference is a forum for exchanging opinions and information about thecurrent state and the future direction of ICT utilization in higher education institutions
and way higher education is done by using ICT; in the schedule there will be general
meetings, planning sessions, general sessions, corporate seminars, exhibitions,information exchange meetings and so on. For this general meeting, we are inviting
John O’Brien, who is the Chairman of EDUCAUSE, to introduce new trends fromoverseas. We are waiting for you to participate.
[Date and time]:
From the 19th of November (Monday) to the 21st of November (Wednesday)[Venue]: Sapporo Convention Center(Sapporo City, Shiroishi-ku, Higashi Sapporo 6-1-1)
URL: http://axies.jp/en/conf■What is AXIES?
It is the acronym for the English name of the “General University Corporation ICT
Promotion Council”.
English name is: Academic eXchange for Information Environment and Strategy“To contribute to the advancement of Japan’s education, academic research, culture
and industry” aiming to improve the education, research, management etc. using ICT inhigher education institutions and academic research institutes, having been establishedin February 2011 by 14 regular members.
(Number of members as the 1st of October 2018: 110 regular members and 62
association members. Chairman: Kitano Masao, Director of Kyoto University)

AXIES currently has the following 12 subcommittees:●CIO Subcommittee●IT Benchmarking Subcommittee●Information Education Subcommittee●Open Source Technical Subcommittee●Academic and Educational Content Sharing Distribution Subcommittee●Software Licensing Subcommittee●Authentication Collaboration Subcommittee●Cloud Subcommittee●ICT Utilization Research Subcommittee●Education&Technology Development Subcommittee●ICT High Quality&Security Subcommittee●Research Data Management Subcommittee
If you are interested, please join the subcommittee discussions also.
If you wish to participate, please contact us by using the e-mail shown below.
■Contact:
Kyoto University / Inside of the Planning&Information Department/ General University
Corporation ICT Promotion Council Secretariat
E-mail: office@axies.jp

[Editorial]

About security measures-page16-

Have I been pwned?~https://haveibeenpwned.com~
Do you know about the site shown above? The English word “pwned” is a slang inwhich English “o” of “owned” is replaced with “p”, therefore “Have I been pwned?”means “Have I been owned?”. In other words, it is a site that checks whether personal
information such as your e-mail address and password are leaked to the Internet or not.
Would you all like to use this service? Do you feel uneasy about something that could
happen? In order to make such a judgement, please read what the person called Troy
Hunt, the one who made this service, wrote in the “about” section of the site and checkfor how other people view its reputation and decide by yourself. I thought for a whileand decided to trust it for some time. So, when I input a certain address of my own, I
was told “Good news-nopwnage found!” . Next I entered a different address and I wastold “Oh no-pwned!”. I was told that it was leaked on Tumblr. By the way, I rememberedthat I had used Tumblr in the past and in a hurry I changed the address that I used as
ID for the service and also the password.
The truth is that this service has been extensively used since the UK and Australian
governments have used the check function of the whole domain to monitor the existenceof address leakage of all government’s organizations. A service called Firefox monitor(Https://monitor.firefox.com/scan) exists, while plugins such as WordPress and Joomla!
etc. are also provided when using the API created by Mr. Troy Hunt.
The data leakage that it is based on includes many accidents and old informationfrom Europe and America, therefore you cannot consider yourself to be safe, not even if
the service labels you as “safe”. However, those who have been using the same e-mailaddress and password for a long time may want to check once. For this one, please judge
by yourself.
Authentication by ID and password will continue to be used for some time. And mostsecurity incidents start with the leakage of the ID and password. While using thisservice, it may be a good occasion to review your ID and password once more.
Although this site recommends a commercial service called 1Password as a measure
to protect the e-mail address and the password, there is no need to go for it.
(Saito Yasuki: Professor / IIMC IT Planning Room (Information Infrastructure Division
Manager))