Responsible Office: Information Technology
Responsible Manager: IT Division Director

Contacts for:
Calendar Assistance: IT Help Desk
Security Concerns: Calendar Service Provider
Emergency Security Contact: CPP
Questions About This Application: Group Lead, Workplace Collaboration Services, Mark Rosenberg

Version:            1.0
Date:                8.1.2006

What you need to know:

• Calendar information is not private, and in some circumstances, LBNL employees will be able to view your calendar information.
• You are responsible for providing appropriate management of your archives and records as governed by Laboratory archives and records policy.
• Your use of Calendar and all LBNL provided systems are governed by UC, DOE, and LBNL computing policies and applicable Federal and State laws. Use of the application represent agreement with these Terms of Service and all applicable policies.

Summary:

This document outlines the Terms of Service and related policies for LBNL’s Institutional Calendar service (also known as Oracle Calendar and formerly Steltor and henceforth, Calendar).  These policies and terms are not exclusive of LBNL’s Information Technology policies, or those of the Department of Energy, or the University of California.

Part 1: Description of the Service Offering

The service being offered is a server-based calendar application which permits sharing, delegating, and free-time searches throughout the LBNL population.  The system may be accessed from the web (www.lbl.gov/calendar), or via a client application (www.lbl.gov/download).  Further details about the service may be found at the IT Division Help Site (www.lbl.gov/help).

Use of the service constitutues agreement with LBNL Policy and these Terms of Service

1. Eligibility

All LBNL affiliates, staff, and guests with active LDAP accounts are eligible for Calendar accounts.  LDAP eligibility is determined outside the scope of this document.  Eligible LDAP users may apply for a Calendar account at http://www.lbl.gov/help.

2. Cost

Any charges for this service are noted on the IT Services Rates page and are subject to change with appropriate notice to the Laboratory.

3. Level of Service

Calendar is a production level service of the IT Division, however, there is no implied Service Level Agreement for this service.  Attempts are made to minimize loss of data and unscheduled outages, however, there is no implied guaranty regarding availability or data integrity. 

Scheduled outages occur as identified on the Calendar Service Page.  Other scheduled outages will be noted on the BLIS announcement channel and in Today at Berkeley Laboratory.  Unscheduled outages may occur at any time due to a variety of factors.

Part 2: Data Management

1. Active Records

Calendar data is kept for 2 years within the Calendar application.  This is implemented in a rolling fashion, with never more then 2 years of historical data in the application at any time.  If a user’s need to keep historical data extends beyond two years, this data should be moved out of the Calendar application to other storage.  This is the responsibility of the user, however, IT staff may be able to assist. (Note: As of this version of the policy, this active records schedule is in the process of being implemented).

2. Backups

Calendar is backed up on a daily basis for the purposes of overall system integrity, however, individual accounts or instances of data loss are not generally recoverable.

3. Archives

Archiving of certain forms of personal calendar data may be governed by an institutional records schedule.  Responsibility for complying with Laboratory Archives policy rests with the end user.  For information about your archival responsibilities, visit ARO (http://www-library.lbl.gov/teid/tmAro/aboutus/AroDefault.htm). 

As an institutional source of personal calendar information, the data from Calendar is currently kept in active records for two years, then transferred to magnetic media and stored offsite for ninety days.

Part 3: Acceptable Use

Acceptable Use of all Laboratory applications is covered in the RPM Section 9.01.  In addition, Calendar may not be used for any DOE categorized Mission Critical or Life Safety applications in which Calendar is a component.

Calendar must never be used to store any Privacy related information, including that which would be reportable under SB1386, or regulated under HIPAA.  Information in Calendar should be understood to be inherently not private.

Part 4:  Security and Privacy

Users have no expectation of privacy in their use of the Calendar application.

In particular, users are responsible for familiarizing themselves with the privacy implications of the behavior of the Calendar application, including the implications of open-viewing and delegation, as well as web enabled open schedule viewing.  Note in particular that the titles of meetings in shared resource situations are visible to all individuals, and that titles of meetings may be viewable to any individual, if one of the individuals in the meeting has a world-viewable agenda.

Users, as always, are responsible for meeting the security requirements laid out in Section 9 of the RPM, including safeguarding and not sharing passwords.

Part 5: Installation of Calendar on Non Laboratory Owned Machines

The Oracle Calendar client may be installed on non-Laboratory owned machines, both on and off the Laboratory’s networks, provided that the machine meets the Lab’s Security Requirements.  Users are responsible for any and all actions originating from their accounts or installations of the software, and thus must take special care to ensure the security of the machine, particular in instances in which the machine is shared with others (including members of one’s household).

Part 6: No Warranty of Service

Calendar is provided to the end users at LBL without a warranty, express or implied.  The Laboratory makes no claims regarding the continuation or function of this service, and disclaims any liability resulting from failure of the confidentiality, availability, or integrity of this service.

Part 7: Relationship to Other Policy

Nothing in this policy may be understood to release the user from any other responsibilities or requirements defined by DOE, UC, or LBNL Policy.