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Electronic Mail Provisioning Guidelines
Information Technology Services will provide a fixed disk allocation (quota) for all individual and departmental electronic mail accounts. This allocation will be set to provide reasonable capacity for receiving incoming email and provide space for storing a limited number of email messages that can be accessed from multiple locations, e.g. home and the office. Archival or long-term storage of email messages is not appropriate on the central server and should be accomplished on either a local PC or a departmental/collegiate file server. Email server (ACAD) accounts that are also used for analysis of statistical data will be provided additional, separate storage. ITS will also provide a mechanism to increase the disk allocation for email storage above the standard quota.
Process for reviewing and informing users on over-quota situations
- All central email account allocation/quotas will be reviewed on a monthly basis.
- Accounts found to be in an over-quota state will automatically be sent an email informing them of their current quota, current allocation, and deadline for return to under-quota state (two weeks). Accounts that have been pre-approved for an increase to email quota will automatically have allocation increased at the end of the grace period.
- During the two week grace period the owner of the account should take action to either:
- Reduce allocation by deleting or moving email messages and attachments
- Contact ITS to increase quota
- Accounts found to be over-quota on the 15th will be will be checked daily until the end of the month to evaluate change in status. Accounts that continuously remain over-quota through out the grace period will be denied receipt of new email effective the 1st of the following month. Email sent to these accounts will be bounced back to the sender with a message indicating that the destination email account cannot receive new email. Users will still have the capability to send, read, and delete email.
- When account usage is under quota, the owner can reinstate full mail privileges by initiating an automated process that will verify quota status and restore privileges.
Increasing an Email Quota
- Account holders wishing to purchase additional capacity for email storage should send an Interdepartmental Requisition to ITS Network Services identifying the name of the email account to be increased and the additional units of storage required. Email storage is sold in 50 MB increments per year with an annual cost of $24.
- Departments may pre-approve individual email accounts for an increased quota by providing email address for recipient and MEMFIS account number to be charged. For these accounts the email quota will automatically be increased, and the department billed, at the beginning of a month as part of normal processing procedure.
- Requests received during the middle of a fiscal year will be prorated for the remainder of the year. Renewals will be for the entire year.
- Network Services will automatically bill departments at the beginning of each fiscal year for the renewal of the additional capacity unless informed in writing or by electronic mail by June 15th.
Timetable
- Effective July 1, 2003
- Initial review of allocation/quota analysis will occur on or 15th of each month, with the followup review scheduled for the first of the following month (except December).
- Email accounts that have had their quota’s increased will be automatically renewed on July 1, unless cancelled by June 15th
Quotas and Costs (July 1, 2005)
- Current quota for faculty, staff, departmental account: 100MB
- Cost for additional 50MB of disk storage is $24 annually.
Approved by PPCIT May 8, 2003
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