FORT WORTH ISD UNVEILS NEW EMAIL MANAGEMENT POLICY
Fort Worth, TX - In an effort to establish a robust email system that serves all stakeholders of the Fort Worth Independent School District, the Division of Technology is implementing a new mailbox management and archiving policy. This policy will ensure the reliability and stability of the email system for the entire District and will take effect June 8, 2009.
FWISD email users must comply with the Communications System Acceptable Use Policy and conform to the email usage regulations specified on the following document - http://itweb.fortworthisd.net/webmail2007/Regulation%20to%20policy%20CQ.pdf.
Under the new policy external and internal messages size will be reduced from 30 MB to 10 MB. 10 MB is an industry standard. As an example, a typical PowerPoint presentation with 26 visual aids and a total of 1,276 words is approximately 800 KB (.80 MB). Call the Help Desk (817-814-HELP) for exception approvals.
Mailbox size will change also and will not exceed 1 GB. Only a very small percentage (1.75%) of the thousands of email mailboxes in the District currently exceeds 1GB. A 1GB mailbox can hold up to 100,000 average sized, text-only emails. An average size text-only email is between 10 – 15 KB (.01 - .015 MB).
Users will receive a warning message when their mailbox is approaching the allowable threshold of 1GB and the mailbox will continue to function normally. However, when a mailbox reaches 1GB, users will be prohibited from sending email until they have reduced the size material below the 1GB limit. In-bound email will continue to be received.
Items that have been deleted by a user will be retained for 10 days. After 10 days, those emails will be purged from the Deleted Items folder and removed from the user’s mailbox. Once an email is permanently deleted from the user mailbox, the message cannot be restored.
Sent items will be retained for 60 days. Emails will be moved from the Sent Items folder to the Deleted Items folder after 60 days. Those emails will inherit the Deleted Items Retention Policy attributes (10 days).
All mail items including messages that have been filed in subfolders are subject to the 2 year retention policy.
Emails will be archived on the Email Archival System for a maximum of 2 years for legal purposes. Emails that have exceeded the 2 year time period will be purged from the system and will not be recoverable. Archived email can only be recovered for legal purposes.
The Division of Technology will provide support in the following ways:
· Create a “Best Practices” guide for users for managing and maintaining email
· Aid users in reducing mailbox size
· Identify users that are currently above the limit and assist them in reducing their mailbox size
For additional assistance contact the Division of Technology Customer Service at 817-814-4357 (817-814-HELP).
-FWISD-