[Progress Report]-page2-

Progress of the IP phone project and how to proceed with the IP phone implementationin the future ~A summary report of the first questionnaire results is also included~■ Introduction
The conversion of the telephone networks to IP networks is a global trend and even in
Japan each phone company is moving towards converting to IP networks. The IIMC
began considering using IP phones a few years ago thinking about the future. As a partof this plan, we have started the IP phone pilot project from the consecutive holiday
break by cooperating with 70 people from the Katsura campus and 30 people from the
Yoshida campus, having a total of 100 people. In this article I will explain thecircumstances leading up to this pilot project and the outline of the project along with
reporting the outline regarding the results of the 1st questionnaire conducted in Augustand explain the direction of considering future IP phone conversions.
■ Background of the circumstances that led to the start of the pilot projectAt the IIMC we first set up a number of calculations based on the goal of reducing thecost of the telephone infrastructure. It turned out that cost reduction is not easy toachieve. Furthermore, it was assumed that by replacing the telephones that had beenused for many years to IP phones will lead to repulsion and dissatisfaction among theusers. Therefore, we decided to carry out this pilot project for the purpose of finely
investigating various problems from implementation to actual use of the IP phone aswell as good and bad aspects of its daily use.
As the users who participate in the pilot project, we decided that members of Yoshidacampus (mainly from the IIMC) will join mainly the Katsura campus volunteers who
are approaching closely to the renewal of PBX. I am very thankful for the cooperation of
the volunteers from the Graduate School of Engineering.

■ Outline of the pilot project
Figure 1 is an image diagram of the IP phone conversion. In the pilot business, weselected several types of IP phones, softphones that function on PCs, applications
running on mobile terminals such as smartphones etc. from Cisco’s products that have
many new functions and the actual system construction for which we selected NTT
West Japan and Fujitsu. In this project, the basic functions such as transfer, grouping,
pickup etc., that the conventional multifunctional telephone has, can be used in almost
the same way.
However, since only some users are using the new IP phone, the telephone number ofthe pilot project participants must be given a two digit prefix “14-“ which is the newnumber of this business. Since it was not possible to register all the users in the Webphone directory, which seemed to have been convenient to use, at the start we did nothave some of the originally conceived merits, leading to a condition of insufficientusability.
When starting the pilot project it was necessary to accurately grasp the network ofeach participant’s room, the status of information outlets, etc. and we visited each roomso as to conduct field surveys. In Katsura campus we held briefing sessions four times in
May and once in Yoshida campus.
Using the network of KUINS as a network for passing sounds was a premise for cost
reduction from the beginning. However, the network of KUINS whose LAN is divided
finely for each laboratory is incompatible with the IP phone system (see column 1: IP
phone mechanism) which directly exchanges voice packets between terminals and asprovisional measures we implemented the network we have now (see column 2 fordetails).
Column 1: IP phone mechanism
Conventional telephones are connected to each other by copper wire and the analog
signal of the voice was transmitted through the line. A device called switching machineis on the way acting to select a connection point according to the telephone number. In
addition, there is a device called private branch exchange (PBX) that reduces thisexchange within the university campus and it is responsible for its extension calls
within the university, connection to outside lines, functions of the individual
multi-function telephones etc.
IP phones carry the voice using IP packets. It is now the time when everyone watches
YouTube on the internet, so it is quite well known that you can transmit voice and videousing IP packets.

In the case of IP phone, I will explain how the same function as the telephone number
is performed by using the figure shown below. In the middle of this figure is a device
called SIP server, acting like a switch. For the IP network, the terminals are specified by
IP addresses. Therefore, this SIP server has a correspondence table of telephone
numbers and IP addresses, converting telephone numbers to IP addresses.
The SIP server executes the steps 1) and 2) in the figure shown below and does its
part. After that what happens is that terminals A and B will interact with each otherand start the voice communication. This way of communication is called P2P (Peer toPeer). As described above, IP phones are based on the premise that terminals can
exchange signals and voice packets for mutual control.

Column 2: Poor compatibility between the VLAN of KUINS network and the IP phone
As explained in Column 1, in order to make IP phones work, it is a major premise that
IP packets can be transmitted between the SIP server and each terminal, as well as
between each terminal. In case all terminals are accommodated in one in-house LAN,
information can be exchanged between all the terminals without any problem. However,KUINS assigns individual VLANs to the networks of each laboratory, making it
basically impossible to communicate across laboratories. According to this security is
maintained.
However, if IP phones would be set in all laboratories and if we want to be able toconnect to any other laboratory’s terminal from any laboratory’s IP phone, actually
between all VLANs it was set in such a way that the communication could not havebeen done, making it necessary to change the settings so as to pass packets of IP phones
between all VLANs.
In this pilot project, it was relatively easy to set this between the VLANs of the users

because the number of the users was 100 people, which is a small number for such a
process. However, doing this on a university scale has proved that the number ofsettings is enormous and it cannot be done. This is due to the bad compatibility of IP
phones and the VLANs which are using KUINS that is shared for each laboratory. The
implementation method in this pilot project is just a provisional one and we have toconsider a method to get it done for a large scale.
――――――――――――――――――――――――――――――――――――――――■ Results of the 1st questionnaire:
We conducted a questionnaire targeting pilot project participants in July, about 3
months after the introduction of the pilot project. We received valuable opinions fromabout 80 people. Thank you very much. We are doing an analysis and we are examining
solutions for the remaining problems, including the details. Here I will explain theoutline of the preponderant opinions and important comments etc.
[Issues concerning the terminals]
The most numerous opinions were related to the terminals. The most relevant ones
are listed below.
● The usability aspects such as transfer, pickup, park, group ringing etc. are worse
compared to conventional telephones.
● The distinction between the master unit and the slave unit as well as the way ofreceiving the incoming call are desired to be the same as for the conventional
telephones.
● Ringtones during calls disturb the conversation.
● Phone numbers cannot be registered for individuals. Managing the phone book of thesmartphones separately from the personal phone directory is desired.
● The screen and the buttons of the handset for the softphone called Jabra are smalland hard to use.
● The IP phone terminal has foreign specifications making it hard to use. (Author’s
note: regarding this issue, we are going to consider other vendors from Japan)● The sound is better than expected.
● The phonebook is convenient.
● It is convenient to have displayed the number of missed calls and those phone
numbers.
● It is good that there is a park function.
● It is easy to see because the display is big and colorful. (Author’s note: it is the case ofsome IP phones)● It became possible to change the received sound and it became possible to judge

which one of the three phones is ringing by the sound.
● In the case of the previous phones, it was set to “no notification settings” when thecall was made from a slave unit to an outside line, but it was good that the IP phone was
set to “notification settings ON” by the number of the master unit.
[Issues concerning softphones and mobile terminals]● Softphones are convenient, but they need some improvements regarding theirusability.
● When the smartphone enters the sleep state, the wireless LAN connection is cut off
resulting in not receiving calls, which seems like a big problem.
● The use of BYOD instead of PHS has not been properly achieved yet. One reason isthat the access points of KUINS-Air are not located outdoors in Katsura campus.
(Author’s note: we will consider it in the future.)● It was said that using smartphones you can connect even outside of the university,
but these merits cannot be used.
● Softphone’s incoming history is convenient. It is also easy to redial.
● Using a PC’s microphone and speakers you can phone having both hands freely
available.
[General comments]● The FAX has no problems (Is there some noise during calls done via FAX?).
● Overall the sound quality is nearly good, there seems to be no dissatisfaction
regarding the sound quality (There are some complaints that the sound is interrupted
in the case of some smartphones.).
● There was a considerable amount of trouble at the time of the switching due to thelack of explanations such as the detailed settings.
● The transition to IP phones as a process is difficult without adequate support.
● New functions (Web phone book, extension of mobile terminals, joining meetings
etc. ) are not used much (Author’s note: there are functions which could not have been
provided this time due to various restrictions.).
● Considering that the teachers and the administrative staff use the telephonecompletely differently, it seems that different solutions are needed for each of them.
● Considering that the telephone is used as an alternative to important face-to-faceconversations, reliability is important for the telephone network.
● A manual that complies with actual situations should be made because it would beeasier to use.
Based on these opinions, I would like to consider the strategies of implementing the
IP telephony in the future.

■ Issues that have been noticed from the early studies and the questionnaire results[How can voice packets be sent by using KUINS?]
From the point of view of the cost reduction, the method of constructing its own
network for IP phones separately from KUINS is not considered costly. Therefore, wewould like to use the existing KUINS network as much as possible, but as it was
already mentioned in the 3rd paragraph of column 2, network of KUINS and the IP
phone are not compatible (See column 2).
How to solve this problem is the biggest task for KUINS.
[The wiring problem between the terminal switch and the room’s information outlet(the last 10m problem)]This is a question of whether it is possible to use the existing KUINS wiring as thewiring from the KUINS switch installed on each floor of each building to the room.
There is a common phrase on the internet’s network called “last one mile”. It refers to
the wiring to the last home. From that analogy we call it “the last 10m problem”.
[The selection problem about the terminal equipment]This task is dependent on the following: poor usability of the terminals, the differencesfrom conventional telephones, which are mainly the IP terminals, or the choice ofsoftphone software, all of which received a lot of opinions when the questionnaire wasgiven.
When listening to the voice of the users we understood that “terminals should bechosen so that they are as close as possible to traditional multifunctional telephones”.
Actually, it is necessary to try some IP phones from domestic vendors and make thechoice so as to minimize the difference compared to the conventional phones.
[To what extent should we use softphones?]
Making calls using software from a PC or a mobile terminal is the new phone usage.
Some of the faculty members welcome such usage, but there is a strong opinion that it
may be difficult to use it among the staff members. There is a difference in the room’s
environment (large room or private room) and among the administrative staff working
in the business environment, there is a widely established culture of the “team’s phone”
more than a “personal phone”. The way of using it is deeply linked to how the work isdone, transitions to new ways of usage being difficult unless it is changed the way how
the work is done.
[Maintenance/ operation system]
Currently the telephone and KUINS are conducting separate maintenance andoperation, but in case of the IP phone conversion, the sound will be carried via KUINS
network and the operation method of these two must either be integrated or a closecooperation is required. In doing so, it is necessary to calculate to some extent thepersonnel and cost required as a whole and judge whether it is worth to proceed with
the IP phone conversion or not.
[What happens when KUINS fails or during power outages and what are the disastercountermeasures]
From the beginning many people were worried that the IP phone cannot be used
when KUINS fails. If the power supply to the private branch exchange (PBX) is secured,from the conventional telephone where the phone could be used it will switch to an IP
phone that cannot be used during power outages.
There are many types of failures for KUINS. Frequently occurring loop faults arelimited when it comes to their impact range in most cases, but there are also rarely
occurring large-scale failures that affect the whole KUINS. Some telephone users saythat it is unacceptable to have the important phone unusable due to small failures or
power outages. A typical example is the hospital. In such organizations, facilities, places
etc., you will need to continue to use the conventional phones.
■ Future plans for implementing the IP telephony
As mentioned above, there are various problems regarding IP telephony and it is thepresent understanding of the IIMC that trying to promote things quickly does notproduce good results. Based on that, in October we launched the “IP telephony review
project” within the IIMC and decided to make thorough considerations from this year to
the next one.
This project will examine how to solve each of the issues listed in the “problems thatwere indicated during the initial study and from the results of the questionnaire”,
estimate the cost necessary to achieve it and plan to find ways to make it possible toconvert to IP telephony by cutting the cost as much as possible.
It is necessary to carefully consider whether it is possible to convert conventional
phones that have been used for many years to IP phones. If it is decided to part ways
with conventional phones, careful preparation and a time-consuming transition will be
required.
Regarding the users’ part, we may also need to make a conscious reform concerning
the voice communication means such as mobile phones, smartphones, the internet etc.
from “telephone always connected as a lifeline” to “IP phone as one means”.
We would like to take into consideration your frank opinions, so please contact theInformation Environment Support Center (support@iimc.kyoto-u.ac.jp) to express them.
(Saito Yasuki: Professor and Chief of the IIMC’s Information Infrastructure Division)

[Notification]-page7-

Update for the KUINS in-house switches and terminal switches
The campus network consists of the backbone switches that are arranged for each of
the premises, the in-house switches (that accommodates the building’s network) and theterminal switches (accommodates the network of each floor).
The IIMC made a plan to revise a certain number of in-house and terminal switches
every year as a part of the 3rd mid-term’s target plans and was adopted as a priority
strategy action plan. Starting from 2017 the switches will be updates sequentially.
■ Update schedule for this fiscal year and next fiscal year.
This year’s and next year’s switch update schedule is as follows.
For 2017● Katsura Campus (A1 Building (part of it), A2 Building, Kyoto University Rohm
Memorial Hall, EM Center, Katsura Intec Center Building, Welfare Building, Funai
Tetsuro Memorial Auditorium, Administrative Building (part of it), Integrated
Research Building III Physics Building C3b Building, Comprehensive Research
Building V Earth System C1 Building)● Nuclear Reactor Research InstituteFor 2018● Katsura Campus (the remaining buildings)● Primate Research Institute● Center for Ecological Research● Faculty of Pharmacy (part of it)

After that, it is planned to update each area sequentially in 2019 (Yoshida South
Campus, Uji Campus), 2020 (Faculty of Pharmacy Campus (the remaining part),
Yoshida South Campus) and 2021 (North part of the Main Campus)
We apologize for the trouble we are causing you during the replacement of the switches.

(IIMC Information Infrastructure Division)

[Service introduction]-page8About the data storage services provided

As announced in Info! No.9 and Info! No.10, from 2018 we will begin providing thearchive system of important data, mainly the research data and provide it as “IIMC’s
Data Storage Service”.
Here we will introduce the system and the outline of the service again. Please refer tothe following link for the contents of the whole service and the detailed usage method.
http://www.iimc.kyoto-u.ac.jp/ja/services/archive
Please try to understand that this service starts from the trial service and is
expanding its limits.
■ System outline
The system outline to be used for data storage service is as follows. It consists of two
systems: “the light archive” which users usually access and which is used for managing
documents and “the dark archive” which copies the contents of the light archive andkeeps it in an inaccessible state towards the general users.

● Light archive
This system uses the Oracle Web Center Content (OWCC) as the management
infrastructure of the documents.
The users log into the system with their SPS-IDs or ECS-IDs, create folders andupload documents.
As a document management system, it is provided with the following functions:・Version control: when uploading a document file, the old versions saved in the past are
being kept.

・Sharing documents: you can specify the university e-mail address and share folders or
document files. You can individually grant “read”, “write”, “delete” and management
rights.
・Metadata: Metadata can be given for each document. At present, the two types
commonly available are: “general document” and “research data”. The metadata
specification is optional at this time. You can grant it at a later date when reviewing thedata.
The database for management in the light archive and the contents data are kept on
the general purpose system of the IIMC. The same way as for the university e-mailsystem etc., the multiplexing and the backup creation are carried out and the contents
are being kept.
● Dark archive・The folders saved in the light archive can be copied and saved in the archival disk
storage (Fujitsu DA700). This work can be carried out from time to time by theadministrators of the folders.
・The DA700 is an optical disk storage that can be written only once.
・The contents of the DA700 cannot be directly browsed, providing the function called“dark archive”. In order to view the contents of the DA700, it is necessary to apply using
application forms from the person who copied it or from the department to which the
document belongs to.
・Documents copied from OWCC to DA700 can still be viewed on OWCC. However, theOWCC document is given the “not updatable” attribute after copying. It can be renewed
after the person who performed the copy operation cancels the setting.
The optical disks used for DA700 are said to be able to withstand saving for over 50
years. Through this service we plan to establish an operation plan that preserves thiscontent over a long period of 10 years or more while confirming the consistency of thedata stored in DA700.
■ Examples of how it can be used
The following situations are conceivable when using this service for storing researchdata.
● The dark archive at the time when the achievements are being organized
The data will be saved to this service when the contents of the research achievements
such as the research presentations and accepted papers etc. are decided.
(1)We will organize the research data used to prepare these materials along withpresentation materials and paper manuscripts kept on your computer or on thelaboratory server.

(2)Upload the organized data to the light archive(3)Immediately after copying to the light archive, it will be copied on the dark archive.
(4)Since it is possible to refer to the data saved in the light archive and download it
even after it was saved in the dark archive, it can be used as a further backup of thedata saved in the laboratory.
● Data preservation during the research period
The light archive data sharing and the revision management function will be used tokeep the data saved periodically.
(1)You create a folder on the light archive at the start of a research project or anindividual experiment.
(2)You upload the data generated from each experiment or survey on the light archive.
This time, you can take advantage of the functions such as “save the correction record
data by using the version management function of the data” and “keep record of the
discussions on the data by using the annotation function” etc.
(3)We will implement a dark archive for each project’s breaks. By repeating the dataregistration to the light archive and subsequently to the dark archive, multiple
generations of data can be achieved on the dark archive.
■ Limitations
Please follow the rules of using Kyoto University’s information assets. The utilization
is limited to the information acquired and generated by carrying out research at Kyoto
University. When using this service for storing research data, it is necessary tomaintain consistency with the method of storing research data determined by eachdepartment. Please consider using this service according to the circumstances of eachdepartment and we ask for your cooperation for improving the convenience andexpanding the usage in the future.
■ Contact us
Please contact us via e-mail to the Information Environment Support Center.
E-mail: support@iimc.kyoto-u.ac.jp(Aoki Takaaki: Associate Professor at IIMC/ Research Support Division)

[Notification]-page10-

The revision of software license management methods and solutions for this year
On the 18th of May 2011 the director in charge with information technology presented
the “Notice on properly managing the software licenses”. Along with it, as thedepartment in charge, the IIMC introduced the ASSETBASE Software LicenseManagement Support System, having been engaged in appropriate management of thepaid software used on the PCs of the faculty members of our entire university. During
this time, it was a great achievement that all faculty and staff members understood it
and the proper use of our software license became a norm for our university.
■ Current status of the software license management
At our university the management by ASSETBASE and in-house unique tools arewell established, having the staff usually using the ASSETBASE, while the faculty isusing both ASSETBASE and the unique tools. (Table 1)(Table 1) The tool usage ratio for ASSETBASE(According to the license summary report)
Year

Faculty
ASSETBASE%

use

Use of

Staff
%

Total

tools

ASSETBASE

Use of

use

tools

etc.

Total

etc.

2011

7131

58

5206

42

12337

2792

0

2792

2012

6990

55

5611

45

12601

2490

0

2490

2013

5068

42

7068

58

12136

3195

0

3195

2014

4846

36

8549

64

13395

3261

0

3261

2015

4703

36

8307

64

13010

2496

0

2496

2016

4835

40

7304

60

12139

3727

0

3727

Considering that new software is rarely installed in the case of the administrative
organization, since last year we have reduced the usage survey from twice a year to oncea year.
For the educational & research organizations, the software shown in Table 2 (Top 10
for according to the total used number) is frequently used and it can be seen that major
vendors such as Microsoft and Adobe are taking the top places.

(Table 2) The top 10 best software used by educational & research organizations(For October 2016, but in the case of Adobe and Microsoft, it is for October 2017.)――――――――――――――――――――――――――――――――――――――――
1st place: Symantec AntiVirus, 2nd place: Microsoft Office, 3rd place: ATOK, 4th place:
MATLAB, 5th place: Origin, 6th place: Adobe Acrobat, 7th place: Trend Micro Internet
Security, 8th place: Autodesk Education Master Suite, 9th place: Adobe Photoshop, 10thplace: CambridgeSoft Chem 3 D Ultra.
――――――――――――――――――――――――――――――――――――――――On the other hand, if we look at the external circumstances, due to the increase in the
popularity of the cloud subscription methods, the forms of software license agreements
by the software vendors are suffering changes. Especially in the case of major vendors
such as Microsoft and Adobe, the contract management has been done directly by thevendor.
Also, the number of lawsuits regarding the fraudulent use of the software has
decreased.
Based on this situation, we have reviewed the software license management work anddecided to terminate the use of ASSETBASE.
■ About the future software license management tasks
We are going to stop the use of ASSETBASE and the related tools at the end of 2017
and from 2018 we are considering to develop and provide new software management
tools that are simpler and easier to use.
Given the current situation that ASSETBASE is not only used for the software license
management, in some departments being used for the asset management of the PCs etc.,
we asked the people in charge with the software license management of the university
to give a questionnaire on the actual uses of ASSETBASE. While reviewing the answers
received on this questionnaire, we are considering reflecting them into a new tool to be
developed.
We think that we may cause inconveniences to everyone during this fiscal year andduring the first half of the next fiscal year, but we ask for your understanding and yourcooperation.

(IIMC/ Information Infrastructure Division)

[Notification]-page11-

Kyoto University-Information about Microsoft’s comprehensive license
Based on the comprehensive agreement between Kyoto University and Microsoft
Japan, Kyoto University Coop sells comprehensive licensed products “Public
Expenditure Use” and “Personal use” at each of its stores by consignment with Kyoto
University.
The comprehensive license is a subscription product that has a set price according to
the usage period, expenses being set for each product. When the product is upgraded
during use, it is possible to use the latest version any time.
For details, please check the following links:
Notifications on IIMC’s HP: https://u.kyoto-u.jp/mslicense
Kyoto University Coop’s HP: http://www.s-coop.net/service/research/pc_license/【Public Expenditure Use】

【Personal use】

(Planning & Information Department/ Information Promotion Section/ ResearchInformation Team)[Case examples of other departments]-page12-

Rare materials available for reading at “Kyoto University Rare Digital Archive”–High-resolution images released on the IIIF compatible systemsThe Kyoto University Library Organization has digitized valuable materials such as
the classic collections that it holds, but also started the operation of the new public
system “Kyoto University Rare Digital Archive”.
URL: https://rmda.kulib.kyoto-u.ac.jp/
English HP: https://rmda.kulib.kyoto-u.ac.jp/en■ What kinds of documents become open to the public?
Although Kyoto University holds many valuable materials, it is important to keepthese materials carefully and transmit them to posterity, while allowing people whoneed them to make full use of them. Since it is difficult to have the materials that are ina fragile state to be used directly, photographs are taken with a digital camera etc. tocreate an image data, title, author, publication manner, form, commentaries etc. thatform the so-called “metadata”, which is added to it and made public through the digitalarchive and it is available freely on the internet.

Kyoto University Rare Digital Archive (top page)

The digitized documents are important cultural properties such as the National
Treasure “Collection of stories of the past (Suzuka Book)” and “Kiyohara Household
Collection” etc., “Newe Zeyttung auss der Insel Japonien” drawn by the so-called“Tensho dispatch European boy envoy”, “National Maiko Song Lyrics” in which the lifeof Izumono Country is being told etc., documents that you may have seen in textbooks,“special document collection restored” which is deeply related to Kyoto and thecollection called “Nakai family pictures and documents” etc., and there is no space forfurther enumeration.

A collection of old stories, having some translated passages that you can read (Suzuka Book)

Depending on the documents, you can also read the translated sentences that make iteasy to read the transcript and its transcription into text data, also having some that
contain English explanations.
■ System configuration“Kyoto University Rare Digital Archive” consists of “the contents management system(CMS)”, which stores metadata and “IIIF (Triple I –F) image server” which storeshigh-definition image data. When installing the hardware we use the housing service of
the IIMC.

System configuration

■ High-definition images and IIIF compatibility
For the new digital archive we released high-definition images which make up amaster file at the time of the shooting, not low-resolution images that we have released
until now.
There is certainly some information that cannot be obtained unless you directly look at
the source of the materials, such as the materials of the paperboards and the conditionof the bindings etc., but due to the high-definition images some researchers point out
that some of these can be noticed. Being able to view while zooming in and out freely (itis necessary to be careful when opening the original documents in case the materials aredegraded or for large map materials) is a great advantage when you don’t have muchspace and time to read carefully.

One piece of the “Nakai family pictures and documents” which was released as ahigh-definition image “Yamashironokuni( Map of the Kinai region)”
Another important feature of this system is that it corresponds to the international
standard “IIIF (Triple I-F: International Image Interoperability Framework). Generally,
the contents of the digital archives that have been published so far on each institution’s
own system were difficult to be used for searches across multiple systems and to browse
while comparing images. However, the images published in the digital archive
compatible with IIIF can be browsed beyond the boundaries of the system, provided thatthe viewer’s system is compatible with IIIF.
For example, “Fujikawa book collection”, which is stored in the library of Kyoto
University was a large collection gathered by Fujikawa Yu (1865-1940), Dr. of Medicine
and Dr. of Literature, but now it is spread and stored into multiple institutions

including Kyoto University Library. These documents can be used as if they are onecollection if each of the organizations holding part of the collection publishes digitizedimages in the IIIF system.
This initiative has not been put into practice at the moment, but it is one that wewant to proactively pursue. If the image data disclosure done according to theinternational standards spreads, the development of the research utilizing the
documents is also expected to show some progress.
■ Efforts made in order to promote the open access
Digitization and disclosure of valuable documents is carried out as part of the “Open
Access Promotion Project” undertaken by Kyoto University. By making academic
information freely available on the internet, it will promote and accelerate its
distribution and dissemination, sharing the research results among researchers and bydisseminating the research results to the society it is intended to create a foundation for
the implementation of the research results in the educational activities that utilize
them.
“Kyoto University Rare Digital Archive” will continue to publish new materials alongwith enhancing the metadata and will promote the use by revising the secondary usage
rule of the images etc.

(Ohmura Akemi: Attached Library/Library Planning Section/ Library Planning Team-Professional Staff -)[Implementation report]
The 6th Expert training for the specialized technical group-page14- Implementation report-■ Overview
On the 13th of November 2017 (Monday), the general technical department’s 6th
specialized technical group (below referred to as the 6th specialized technical group) helda specialized training at the Seminar House of the Graduate School of Science. During
the 1st half of the specialized training Prof. Hajime Kita, the Chief of the IIMC, as wellas Prof. Saito Yasuki etc. gave lectures on information security, being followed in thesecond half by 8 technical presentations from the technical staff belonging to the 6th
specialized technical group. In this article I will briefly introduce the general technicaldepartment and the 6th specialized technical group, also reporting on the specialized
training held in 2017.
■ General Technical Department’s 6th specialized technical group
The general technical department was established in 1991 and includes all
departments’ technical staff belonging to the organizations within our university(excluding nurses), having more than 250 classroom assigned technical staff. The
general technical department is divided into 6 expertise groups: No.1 (work andoperation related), No.2 (systems and measurements related), No.3 (substances andmaterials related), No.4 (biological and ecological related), No.5 (nuclear and radiation
related) and No.6 (information systems related).
Among them, the one that has a special connection to the IIMC is the 6th specialized
technical group, which is made of 42 technical staff members, about half of thembelonging to the Planning and Information Department and about half of them aretechnical staff belonging to each department. These people carry out tasks related to theinformation environment at various places of the university and support the
information technology of Kyoto University. The 6th specialized technical group conducts
specialized training at least once a year. Specialized training is conducted from various
perspectives such as learning the latest technologies, doing technical presentation
sessions, visiting remote facilities to check the circumstances of the information
environments etc.
■ The specialized training program of the 6th specialized technical group for 2017
[First half: Information Security Course](1) Current status of the information security at Kyoto University: current situation,
tasks, expectations for the technical staff
Kita Hajime- Chief of the IIMC-

He gave a lecture on the current situation and tasks related to the information
security of Kyoto University, what area needs to be defended and dealt with, whatshould be offered to end users, expectations for the technical staff etc.
(2) Recent information security situation and internet vulnerability
Saito Yasuki- Full Professor at the IIMCHe gave lecture on the current situation of the information security from theinformation analysis report IBM Tokyo SOC, the large-scale internet failure that
occurred on the 25th of August and about the technical staff belonging to American
universities.
(3) Things that the security measures team would like to request information systemtechnicians
Katagiri Osamu- Planning & Information Department/ Information Infrastructure
Division/ Security Measures Team- Team Leader
The information security measures basic plan of Kyoto University and information
rating standards, log management etc. and things that the security measures teamwould like to request information system technicians were the main topics.
[Second half: Technical presentations](1) Learning support environment and training support environment by using“Learning Support System Sakai”
Educational System Management Team: Tonomura Koichiro(2) About the digitization of the study record of the Mathematical Analysis InstituteMathematical Analysis Institute: Kishimoto Norifumi(3) Information security measures for the supercomputer service
Supercomputing Team: Hikita Junichi(4) Aspects related to the services provided by the Information Center affiliated to the
Graduate School of Engineering: efficiency, added value and useless things.
Graduate School of Engineering’s Information Center: Okunaka Takahiro(5) About the outline of the Electronic Secretariat Department and the business
improvement of the faculty & staff account management
Business System Management Team: Toda Yosuke(6) Introduction of Kyoto University’s Supercomputer and performance evaluation of the
Burst Buffer
Supercomputing Team: Ogata Kosuke(7) Information system operations of remote facilities
Graduate School of Science’s Geothermal Research Facility: Mawatari Hideo(8) Current status and efforts related to the integrated authentication system

Network managing team: Nakai Takashi■ Final remarks
The technical staff members that belong to the 6th specialized technical group are
keenly engaged in their daily work to improve the information environment of Kyoto
University. In the future we will continue to make technical trainings so that we can beof help to everyone, so please try to understand and cooperate with the 6th specialized
technical group.
(Katagiri Osamu: General Technical Department, Chief of the 6th specialized
technical group)[Notification]-page15-

We are delivering the latest information about the IIMC by SNS!
The IIMC also publishes the “Information” articles on the official website to Twitterand Facebook at the same time. You will be able to receive important notices, security
information, troubleshooting information etc. on Kyoto University’s information service,so please subscribe to it.

Twitter account: @iimc_KyotoUniv
https://twitter.com/iimc_kyotouniv
Facebook page: @KyotoUnivIIMC
https://www.facebook.com/KyotoUnivIIMC/(Information Environment Support Center)[Column]-page16-

Topics on security (12th edition)

Many virus e-mails were received!

What were the security countermeasures at that time?
During the last few months a large number of e-mails suspected of containing viruses
as attached files and URLs reached our university. The amount goes up to ten
thousands per week. Since the types of e-mails suspected of having viruses coming to us
are posted in the information section (security information) of the IIMC’s HP, pleasecheck them first when you receive suspicious e-mails.
Japanese HP: http://www.iimc.kyoto-u.ac.jp/ja/whatsnew/security/
English HP: http://www.iimc.kyoto-u.ac.jp/en/whatsnew/security/
By the way, in this column I would like to explain a bit about what the security
measures (support) are being taken when a large number of e-mails suspected of having
a virus arrive. It does not work as expected in all cases, but please read it as an
example.
【Detection】
The

most

commonmethodofdetectionishavingeveryone

reportto

sbox@sbox.iimc.kyoto-u.ac.jp . Especially when there are many e-mails coming, thenumber of reports will also increase.
【Investigation】
First of all, we will investigate the e-mail itself. From the body of the e-mail reported
we will collect information that can be found from the e-mail itself such as: “what kindof content does it have? (virus? phishing? other?)”, “where was the e-mail delivered
from? (wasn’t it sent from inside the campus?), “is the attached file a virus?”, “where is
the URL connected to?”. This time we check the attached files and the URL using thesandbox (a device used for confirming the behavior), which is operated by the security
measures team, and we judge whether it is a virus or not by making confirmations
using the information sites on the internet.
Next, we investigate the number of receptions within the university. By using thee-mail server of KUINS, we will extract from the log of the e-mail server how manye-mails arrived from the same source to our university.
At the same time, using Twitter etc., we collect information from other universities
and security organizations etc., about whether warnings concerning the same e-mailhave been issued. Recently, the ones that reach our university in a great amount reachother universities almost at the same time.

【Block access to URL】
Identify the IP address to which the URL is connected and block the entrance and exit
with the outside of the campus. By doing this, after this blocking, the possibility of thevirus downloading by the university’s devices by clicking the URL is low. However, evenfor e-mails having the same sentences, there are cases where there are two or moreconnected IP addresses according to the e-mails and the possibility that the accessdestination cannot be covered remains only in the case of the reported e-mail, so please
do not click on the URL unnecessarily.
【Posting warnings】
Warnings are posted on the information section of the IIMC’s HP and on the bulletinboard from the faculty & staff portal.
Depending on the e-mail, there are cases where the IP address of the access destination
are changed over time, so please be careful to delete the posted e-mails immediately.
【Answering to the received reports】
It is about answering to those who sent us reports. Generally it will be something like
this: “we believe it is a virus, so please delete it without opening it (without clicking onit)”. In case of a large number of cases, it will be a regular e-mail, but I would be pleased
if you could pardon us.
【Examination of the equipment that was used to access the URL】
The devices that may have accessed the URL are identified from the proxy server log
of KUINS. In the case of the identified devices, considering that the possibility of being
infected with a virus is high, we will ask the management department where the device
is connected to the VLAN to check its safety status. If the infection is not confirmed in
the reply concerning the safety confirmation, the case will be settled.
What do you think about it? This is the primary response that the security measures
team gives when a large number or virus e-mails arrive.
Virus e-mails are not detected by anti-virus software immediately after they arrive
and the virus server detection of KUINS cannot detect them either. By reading it you
will understand, but thanks to receiving reports from you will make us able to respond.
Receiving reports from everyone is very important.
Please send it to sbox@sbox.iimc.kyoto-u.ac.jp .
We also look forward for your understanding and your cooperation on the issues
related to security measures from now on.
(Katagiri Osamu: IIMC/ IT Planning Office/ Planning and Information
Department-Information Infrastructure Division-Security Measures Team Leader)