%PDF-1.3 1 0 obj << /Type /Catalog /Outlines 2 0 R /Pages 3 0 R >> endobj 2 0 obj << /Type /Outlines /Count 0 >> endobj 3 0 obj << /Type /Pages /Kids [6 0 R ] /Count 1 /Resources << /ProcSet 4 0 R /Font << /F1 8 0 R /F2 9 0 R /F3 10 0 R /F4 11 0 R >> >> /MediaBox [0.000 0.000 612.000 792.000] >> endobj 4 0 obj [/PDF /Text ] endobj 5 0 obj << /Creator (DOMPDF) /CreationDate (D:20250716031232+00'00') /ModDate (D:20250716031232+00'00') /Title (Report 07-2025) >> endobj 6 0 obj << /Type /Page /Parent 3 0 R /Annots [ 12 0 R 14 0 R 16 0 R 18 0 R ] /Contents 7 0 R >> endobj 7 0 obj << /Length 4030 >> stream 0.702 0.800 0.816 rg 34.016 34.016 543.969 723.969 re f 1.000 1.000 1.000 rg 45.266 317.192 521.469 429.542 re f 0.773 0.773 0.773 RG 0.75 w 0 J [ ] 0 d 45.641 317.567 520.719 428.792 re S 0.773 0.773 0.773 rg 61.016 332.942 m 550.984 332.942 l 550.984 333.692 l 61.016 333.692 l f 0.200 0.200 0.200 rg BT 61.016 693.716 Td /F1 14.4 Tf [(“PLEASE SUPPORT STIAS…” EMAIL CAUSES A MAIL STORM)] TJ ET 0.400 0.400 0.400 rg BT 61.016 664.909 Td /F2 9.0 Tf [(Posted on )] TJ ET BT 104.045 664.909 Td /F3 9.0 Tf [(January 01,1970)] TJ ET BT 173.588 664.909 Td /F2 9.0 Tf [( by )] TJ ET BT 188.096 664.909 Td /F3 9.0 Tf [(David Wiles)] TJ ET 0.153 0.153 0.153 rg BT 61.016 637.420 Td /F4 9.0 Tf [(There is no reason to be worried or concerned about a mail that is being circulated with the subject line starting with )] TJ ET BT 61.016 626.431 Td /F4 9.0 Tf [("PLEASE SUPPORT STIAS...")] TJ ET BT 61.016 606.442 Td /F4 9.0 Tf [(Although it is definitely spam)] TJ ET BT 175.064 606.442 Td /F2 9.0 Tf [( \(defined as unsolicited commercial e-mail\))] TJ ET BT 345.605 606.442 Td /F4 9.0 Tf [( it does not appear have any dangerous content )] TJ ET BT 61.016 595.453 Td /F4 9.0 Tf [(and was sent out by a university user to over 300 addresses one of which was the general IT Service Desk email address. )] TJ ET BT 61.016 584.464 Td /F4 9.0 Tf [(Because it was sent to the address which automatically logs service requests the account automatically emailed all the )] TJ ET BT 61.016 573.475 Td /F4 9.0 Tf [(recipients with "Cancellation" e-mails, who then replied, etc. This was no fault on the side of the IT Service desk as it is an )] TJ ET BT 61.016 562.486 Td /F4 9.0 Tf [(automatic process of the Jira logging software that IT uses to track its calls.)] TJ ET BT 61.016 542.497 Td /F4 9.0 Tf [(This is known as a)] TJ ET 0.373 0.169 0.255 rg BT 137.543 542.497 Td /F2 9.0 Tf [(mail storm)] TJ ET 0.373 0.169 0.255 RG 0.18 w 0 J [ ] 0 d 137.543 541.346 m 179.042 541.346 l S 0.153 0.153 0.153 rg BT 179.042 542.497 Td /F4 9.0 Tf [( in IT jargon when somebody replies to a single e-mail sent to a mailing list and inadvertently )] TJ ET BT 61.016 531.508 Td /F4 9.0 Tf [(replies with a personal message to the entire mailing list leading to a snowball effect or a )] TJ ET BT 415.670 531.508 Td /F2 9.0 Tf [(mail storm)] TJ ET BT 457.169 531.508 Td /F4 9.0 Tf [(. It is like a dog )] TJ ET BT 61.016 520.519 Td /F4 9.0 Tf [(chasing its own tail!)] TJ ET BT 61.016 500.530 Td /F4 9.0 Tf [(If you receive a mail with the subject line )] TJ ET BT 224.582 500.530 Td /F1 9.0 Tf [(")] TJ ET BT 228.848 500.530 Td /F4 9.0 Tf [(ICT-338035 FW: PLEASE SUPPORT STIAS - PLAN YOUR NEXT MEETING, )] TJ ET BT 61.016 489.541 Td /F4 9.0 Tf [(WORKSHOP AND OR CONFERENCE WITH US"  or "PLEASE SUPPORT STIAS - PLAN YOUR NEXT MEETING, )] TJ ET BT 61.016 478.552 Td /F4 9.0 Tf [(WORKSHOP AND OR CONFERENCE WITH US" just delete it. )] TJ ET BT 61.016 458.563 Td /F4 9.0 Tf [(If you want to take it further and set up a mail filter to delete all mails with that particular Subject, then you can do so. )] TJ ET BT 61.016 447.574 Td /F4 9.0 Tf [(However do not blacklist the sender or report it to the )] TJ ET 0.373 0.169 0.255 rg BT 274.613 447.574 Td /F4 9.0 Tf [(help@sun.ac.za)] TJ ET 0.18 w 0 J [ ] 0 d 274.613 446.423 m 339.278 446.423 l S 0.153 0.153 0.153 rg BT 339.278 447.574 Td /F4 9.0 Tf [( address or it will just perpetuate the spam, and you )] TJ ET BT 61.016 436.585 Td /F4 9.0 Tf [(could block legitimate e-mails from IT or the original sender.)] TJ ET BT 61.016 416.596 Td /F4 9.0 Tf [(Stay safe out there and thank you to everyone who flagged this email. It is encouraging when we have such observant )] TJ ET BT 61.016 405.607 Td /F4 9.0 Tf [(and enthusiastic users.)] TJ ET BT 432.949 385.618 Td /F4 9.0 Tf [([ARTICLE BY DAVID WILES])] TJ ET BT 61.016 365.629 Td /F4 9.0 Tf [( )] TJ ET 0.400 0.400 0.400 rg BT 61.016 347.140 Td /F2 9.0 Tf [(Posted in:E-mail,News,Security | | With 0 comments)] TJ ET endstream endobj 8 0 obj << /Type /Font /Subtype /Type1 /Name /F1 /BaseFont /Helvetica-Bold /Encoding /WinAnsiEncoding >> endobj 9 0 obj << /Type /Font /Subtype /Type1 /Name /F2 /BaseFont /Helvetica-Oblique /Encoding /WinAnsiEncoding >> endobj 10 0 obj << /Type /Font /Subtype /Type1 /Name /F3 /BaseFont /Helvetica-BoldOblique /Encoding /WinAnsiEncoding >> endobj 11 0 obj << /Type /Font /Subtype /Type1 /Name /F4 /BaseFont /Helvetica /Encoding /WinAnsiEncoding >> endobj 12 0 obj << /Type /Annot /Subtype /Link /A 13 0 R /Border [0 0 0] /H /I /Rect [ 135.0407 541.6642 137.5427 550.8217 ] >> endobj 13 0 obj << /Type /Action /S /URI /URI (https://en.wikipedia.org/wiki/Email_storm) >> endobj 14 0 obj << /Type /Annot /Subtype /Link /A 15 0 R /Border [0 0 0] /H /I /Rect [ 137.5427 551.2879 137.5427 551.2879 ] >> endobj 15 0 obj << /Type /Action /S /URI /URI (https://en.wikipedia.org/wiki/Email_storm) >> endobj 16 0 obj << /Type /Annot /Subtype /Link /A 17 0 R /Border [0 0 0] /H /I /Rect [ 137.5427 541.6642 179.0417 550.8217 ] >> endobj 17 0 obj << /Type /Action /S /URI /URI (https://en.wikipedia.org/wiki/Email_storm) >> endobj 18 0 obj << /Type /Annot /Subtype /Link /A 19 0 R /Border [0 0 0] /H /I /Rect [ 274.6127 446.7412 339.2777 455.8987 ] >> endobj 19 0 obj << /Type /Action /S /URI /URI (mailto:help@sun.ac.za) >> endobj xref 0 20 0000000000 65535 f 0000000008 00000 n 0000000073 00000 n 0000000119 00000 n 0000000305 00000 n 0000000334 00000 n 0000000472 00000 n 0000000575 00000 n 0000004657 00000 n 0000004769 00000 n 0000004884 00000 n 0000005004 00000 n 0000005112 00000 n 0000005240 00000 n 0000005333 00000 n 0000005461 00000 n 0000005554 00000 n 0000005682 00000 n 0000005775 00000 n 0000005903 00000 n trailer << /Size 20 /Root 1 0 R /Info 5 0 R >> startxref 5976 %%EOF E-mail « Informasietegnologie
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Keeping SU data and information safe: The use of AI tools for meeting recordings

Tuesday, May 13th, 2025

MORE INFORMATION COMING SOON

We are compiling a list of frequently asked questions and further guidance on this topic. This blog post will be updated as soon as new resources become available. Please check back regularly for the latest. If you need support or have questions in the meantime, please log a request via the ICT Partner Portal.

 

(February 2025)

As part of our ongoing effort to keep Stellenbosch University (SU) data and information safe, AI tools for meeting recordings (e.g. Otter.ai, Fireflies.ai, Fathom and others) will be blocked due to the potential risk of a data breach and unauthorised exposure of SU’s confidential data. This includes any online platform used for recording meetings, webinars, online class sessions, live events or discussions. Whilst we want to continue leveraging the potential of AI, we must also take proactive steps to protect sensitive university information and mitigate risks. 

These risks and concerns include: 

  • Data security risks: Personal or sensitive university data can be processed by AI models without visibility on where or how the data will be stored or used.  
  • Public exposure risks: The data absorbed by the AI tool can inadvertently be shared or accessed by unauthorised parties.  
  • Compliance concerns: The use of AI tools may conflict with data protection policies or university regulatory requirements.  

Practical steps for meeting organisers 

A meeting organiser must ensure that AI tools are not introduced into discussions where sensitive or confidential information is shared. Sensitive information may include, but is not limited to, student records, financial details, research data, staff information and internal strategy discussions.

Before the meetings start, please check the following:  

  • Identify AI tools: Check whether any invited platform or application of a participant is using AI-driven technology to record the meeting in the participants’ list. The organiser is allowed to block or kick out the uninvited guest.  
  • Communicate security expectations: Inform the meeting participants about the AI restrictions.  
  • Agreement to record MS Teams meetings: Share with participants that the meeting will be recorded and ask if they agree to this. Share how the recording will be used. For meetings, the recording should only be used for minute-taking purposes and once the minutes have been approved, the recordings must be deleted.  

We appreciate your cooperation in safeguarding university data and your assistance in the ongoing effort to use technology responsibly. If you require assistance, please log a request on the ICT Partner Portal.   

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Posted in AI, cybersecurity, E-mail | Comments Off on Keeping SU data and information safe: The use of AI tools for meeting recordings

Email security

Friday, March 31st, 2023

Phishing and Report Message

View a PDF here: Phishing and Report Message Infographic

Email

Posted in E-mail, General, Internet, phishing, Security, Tips | Comments Off on Email security

Phishing scam from compromised university account

Tuesday, November 23rd, 2021

Please keep an eye out for an e-mail from a sun email address with the subject line of FYI_Order/Approval. 

It is a phishing scam with a link to a website that is designed to compromise security and steal details such as banking details, login names and passwords. 

The owner of the affected account has already put an Out-of-office notification on her account telling people to ignore the mail sent from her account, but the account is probably still compromised and under the control of the scammers.

Once in the university domain the scammers will continue to attack the university network to steal more information or to obtain bank account details, etc.

Here is an example of one of the mails:

 

Please report this phishing mail if you receive it from the above mentioned address or any other sun address. Here is how you report it:

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

Go to https://servicedesk.sun.ac.za/jira/servicedesk/customer/portal/6/create/115.​​

Fill in your information and add the email as an attachment. Your request will automatically be logged on the system.​​ Please add the suspicious email as an attachment to the request.

​​~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

If you have accidentally clicked on the link and already given any personal details to the phishers it is vitally important that you immediately go to the USERADM page (either http://www.sun.ac.za/password or www.sun.ac.za/useradm and change your password immediately.) Make sure the new password is completely different and is a strong password that will not be easily guessed, as well as changing the passwords on your social media and private e-mail accounts, especially if you use the same passwords on these accounts. Contact the IT Service Desk if you are still unsure. 

[ARTICLE BY DAVID WILES]

Email

Posted in E-mail, News, phishing, Security | Comments Off on Phishing scam from compromised university account

How to recognise a phishing e-mail

Tuesday, October 5th, 2021

We can’t warn you against every phishing e-mail– there’s a new variation every day. You are the only person who can protect yourself from phishing scams and identity theft. The only way to do this is to learn to recognise a harmful e-mail by paying attention and keeping an eye out for a few tell-tale signs.

phishme_how_to_spot_a_phishTypical characteristics

1. Well-known companies used as bait
These e-mails are sent out to thousands of different e-mail addresses and often the person sending them has no idea who you are. If you have no affiliation with the company the e-mail address is supposedly coming from, it’s fake. For example, if the e-mail is sent by ABSA, but you are a Standard Bank client. Also, see a list of types of companies generally used in phishing e-mails below.

2. Spelling and grammar
Improper spelling and grammar is a dead giveaway. Look for obvious errors. 

3. Lack of client information
Phishers use a generic greeting. For example, the e-mail greets you as “ABSA customer” or “Dear user”, etc. If the company was sending you information regarding your faulty account, they would mention your account details or name in the e-mail.  A company would go through the trouble to address a client by name and won’t ask you for your information. Banks have your information on their system.

4. Deadlines/Sense of urgency
Phishing e-mails demand an immediate response or stipulate a specific deadline, creating a sense of urgency and prompting you to respond before you’ve looked at the e-mail properly. For example,  demanding that you log in and change your account information within 24 hours or your account will be closed.

5. Malicious links
Although many phishing e-mails are getting better at hiding the true URL you are visiting, often these e-mails will show a URL that is unrelated to the company. Move your mouse over the link and look at the display address. Is this the website address of the company who seems to be sending the e-mail? If not, it’s clearly a phishing e-mail.

6. Attachments
Phishing e-mails occasionally include an attachment which contains malware. When opened, it will run and install a small programme on your PC, which hackers use to gain access to your PC and information. 

Typical phishing topics

• Account issues, such as accounts or passwords expiring, accounts being hacked, out-of-date accounts, or account information has to be changed.
• Credit cards expiring or being stolen, a duplicate credit card, credit card transactions, etc. 
• Confirming orders, requesting that you log in to confirm recent orders or transactions before a delivery can be made.
• Winning a prize or getting something for free. Both Woolworths and Pick ‘n Pay’s have been used in fake campaigns to lure people into providing personal details.

Company names phishers generally use

• Any major bank. ABSA and Standard Bank are both popular choices in South Africa.
• Insurance companies, for example, Outsurance.
• Internet service providers
• Apple or Microsoft claiming your account has been suspended.
• E-mail providers, e.g. Gmail or Yahoo
• SARS. Especially at this time of year. (We’ve had a few of these.)
• DHL or any delivery company claiming they have a package for you.
• Your company’s medical aid, for example, Discovery
• Your company’s IT department
• Casinos and lotteries
• Online dating websites
• Popular websites such as Amazon, Facebook, MySpace, PayPal, eBay, Microsoft, Apple, Hotmail, YouTube, etc.

A few tips to keep you safe

• Never follow links in an e-mail you’re uncertain of. Rather visit the page by typing the address of the company in your browser. For example,  instead of clicking on the “ABSA URL” in the e-mail, type http://www.absa.co.za in your web browser and log in at their official website.
• Never send personal information by e-mail. If a company is asking for your personal account information or claiming your account is invalid, visit the website and log in to the account as you normally would. If everything seems in order and there aren’t any urgent notifications from your bank, you should be fine.
• If you are still not sure about the status of your account or are concerned about your personal information, contact the company directly, either through an e-mail address provided on their website, over the phone or visit your local branch.
• Delete the e-mail and don’t click on links or fill in any information.
• If you’ve already divulged your information, immediately change your password or PIN and contact the institution to inform them of the breach.
• To report spam or phishing e-mails send an e-mail to sysadm@sun.ac.za with the subject SPAM with the suspect e-mail attached. IT system administrators will then be able to block the e-mail to protect other users.

[SOURCE: www.computerhope.com]

 

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Step Up to Stronger Passwords

Tuesday, October 5th, 2021

Weak and reused passwords continue to be a common entry point for account or identity takeover and network intrusions. Simple steps and tools exist to help you achieve unique, strong passwords for your accounts.

 A password is often all that stands between you and sensitive data. It’s also often all that stands between a cyber criminal and your account. Below are tips to help you create stronger passwords, manage them more easily, and take one further step to protect against account theft.

  • Always: Use a unique password for each account so one compromised password does not put all of your accounts at risk of takeover.
  • Good: A good password is 10 or more characters in length, with a combination of uppercase and lowercase letters, plus numbers and/or symbols — such as pAMPh$3let. Complex passwords can be challenging to remember for even one site, let alone using multiple passwords for multiple sites; strong passwords are also difficult to type on a smartphone keyboard (for an easy password management option, see “best” below).
  • Better: A passphrase uses a combination of words to achieve a length of 20 or more characters. That additional length makes it’s exponentially harder for hackers to crack, yet a passphrase is easier for you to remember and more natural to type. To create a passphrase, generate four or more random words from a dictionary, mix in uppercase letters, and add a number or symbol to make it even stronger — such as rubbishconsiderGREENSwim$3. You’ll still find it challenging to remember multiple passphrases, though, so read on.
  • Best: The strongest passwords are created by password managers — software that generates and keeps track of complex and unique passwords for all of your accounts. All you need to remember is one complex password or passphrase to access your password manager. With a password manager, you can look up passwords when you need them, copy and paste from the vault, or use functionality within the software to log you in automatically. Best practice is to add two-step verification to your password manager account. Keep reading!
  • Step it up! When you use two-step verification (a.k.a., two-factor authentication or login approval), a stolen password doesn’t result in a stolen account. Anytime your account is logged into from a new device, you receive an authorization check on your smartphone or another registered device. Without that second piece, a password thief can’t get into your account. It’s the single best way to protect your account from cyber criminals.

Resources

 

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