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DARS Newsletter June 2017

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Introduction

Dear Users, Welcome to this month’s DARS Newsletter, which has a focus on communicating with the helpdesk. Newsletters since May 2015 can be found at http://darswiki.bsp.ox.ac.uk/index.php/DARS_Newsletters. And remember that you can contact the DARS helpdesk via dars@admin.ox.ac.uk. Unusually, this is being sent on the penultimate working day of the month, since most of us will be attending the Advancing Oxford conference tomorrow. We look forward to seeing many of you there.

In this issue:

Updates
Communication legislation in other countries
DARS news and features
Departure
Event booking improvements
Marketing Effort activation fix
Reminders
What to do in the event of a Data Protection breach
Leavers process

Updates

Communication legislation in other countries

The legislation and regulation that primarily governs the ways in which we communicate with our supporters is, of course, that in force in the UK, since that is where we are located and where the majority of our supporters live. Adherence to UK law and industry best practice is the best way to minimise non-compliance with any regulation that may pertain in other countries. However, it is worth noting that from time to time, legislation in other countries may require slightly different practices from that in the UK. A recent example is the Canadian Anti-spam legislation, which requires, among other things, a postal address identifying the sender of bulk emails with the body of the email being sent. The percentage of DARS constituents with Canadian email addresses is relatively small (about 0.6%), but any participants considering a communication focussed on Canadian residents, for example, in relation to an event, should consider this. More detailed information about this particular legislation can be found at http://crtc.gc.ca/eng/internet/anti.htm.

DARS news and features

Departure

We are sorry to have to tell you that Ash Mohanaprakas will be leaving the DARS Process and Training team at the end of July. However, she isn’t going far – she will be working as a Security, Risk and Governance Officer within the Information Security team of IT Services. I’m sure you all join me in thanking Ash for her work in the Support Centre, and wish her all the best in her new role.

Event booking improvements

We've developed some enhancements to the BBIS event booking part. These focus on the supporter experience, and draw on lessons learned from our work on donation forms for the Ashmolean and the North American Office. We're piloting the improvements over the summer will share the results with super users in due course.

Marketing Effort activation fix

In March’s newsletter we shared that there was a bug that resulted in the ‘Activate Marketing Effort’ task displaying an error when managing communications. The workaround had required users to ‘View the activation status’ then edit the status to complete this step. We’re pleased to announce that this bug has now been fixed and users can once more activate Marketing Efforts in the usual way. As a general reminder when sending communications through DARS; activating a Marketing Effort is an important step that ensures the communication is recorded on each of the recipient’s records. If you do not activate your Marketing Efforts, the communication will not display on an individual’s record make sure you complete this step to build a complete history of the messages that have been sent. For more information on activating Marketing Efforts, check out this article - https://darswiki.bsp.ox.ac.uk/index.php?title=Activate_Marketing_Efforts For an overview of the entire communications process in DARS, click here - https://darswiki.bsp.ox.ac.uk/index.php?title=Marketing_and_Communications_Overview#The_Process

Reminders

What do you do in the event of a Data protection breach

In the event that a DP breach occurs, or you have reason to believe that it has occurred or could occur, please follow the guidance in the DARSWiki which can be found at https://darswiki.bsp.ox.ac.uk/index.php?title=Process_for_Raising_Possible_Data_Protection_Breaches. Remember, the best way to minimise the probability of a Data Protection breach is by using DARS in the way that you were trained. Do not ever use Outlook and a large number of email addresses pasted into the bcc field.

Leavers process

In order to be compliant with the recommendations of our auditors, if one of your staff members no longer needs access to DARS, your authoriser is responsible for informing the helpdesk by completing a UARF when the staff member leaves and sending it to the DARS helpdesk. Please send the form just to the DARS Helpdesk (dars@admin.ox.ac.uk). If you do not know who your authoriser is, a list can be found in the DARSWiki at http://darswiki.bsp.ox.ac.uk/index.php/Authorised_User_Access_Requestors. If you need to notify other impersonal email addresses (such as UAS University Card) that an employee has left, please send a separate email to each address. Please do not send one email to several such addresses, since only one address will receive the email.

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