CAEN

Updated from May 1, 2006: Google's new "Google Desktop" has attracted a lot of interest and use with its ability to make any individual computer as searchable as the entire web.  And with the lure of larger disk drives (e.g. more email and attachments), along with the lack of comparable solutions, Google Desktop is fast becoming a popular application. However, there are some very important concerns you need to be aware of before using Google Desktop.

There is a real possibility that sensitive, research, and confidential information stored on a home or office computer could be accessed by others when Google Desktop is installed and incorrectly configured.  Using Google Desktop in inappropriate settings or without correctly choosing options and settings could result in sensitive and confidential information, including personnel records, financial or human subject research data, or memos on very sensitive subjects on your computer being exposed through the use of Google Desktop. Exposure of sensitive or confidential data could violate both University policy (SPG 601.12) and federal privacy laws (HIPAA, FERPA, GLBA).

If you do have a genuine need to install and use Google Desktop, it is advisable to change the default options. Refer to this documentation for instructions: U-M Recommended Security Settings for Google Desktop (S4340),  www.itcs.umich.edu/itcsdocs/s4340/. Any errors or oversights in setting up Google Desktop may inadvertently create problems.

Please note that the College provides all faculty and staff with an 1 GB home directory on a Windows file server (NAS) that you can use to store important data. Details on how to use this storage are available at  www.engin.umich.edu/caen/faqs/Accounts/NAS/.

Additional links regarding Google Desktop and privacy are listed below:

• ITSS Message to Deans, Directors, and Department Head re: Google Desktop:
  www.itss.umich.edu/main/google_desktop.html
• ITSS Security Considerations of Google Desktop:
  http://safecomputing.umich.edu/tools/download/gd_security.pdf
• Google Desktop Privacy Policy:
  http://desktop.google.com/privacypolicy.html