e-mail standards effective next week
ITD will implement a number of important changes to employee
use of e-mail, effective next week, to address growing demand on the
system and its storage capacity.
A memo distributed to all ITD employees on April 10 outlined
the changes and reminds employees to use discretion when sending and
“After a review of currently stored e-mail, we
found that in addition to work-related e-mails, staff are also sending
and receiving e-mails containing information not directly related to
work activities, including video clips, chain letters, advertisements,
music and personal photographs,” Susan Simmons, administrator
of the Division of Administration, explained in the departmental memo.
Among the major changes are:
All e-mail messages will automatically be formatted
as Rich Text only. The use of HTML (hypertext markup language), a
standard in Web page design, will no longer be possible.
Individual e-mail accounts will be limited to 100
megabytes of storage.
E-mail messages will be deleted from users’
e-mail boxes after six months. It will be moved to a "deleted"
file folder and kept for one additional week to give users time to
archive the messages off of the e-mail server.
Stationary background images will no longer be possible.
New criteria will govern the way signature blocks
can appear. Blocks should contain name, title, mailing address, phone
number(s) and e-mail address. Personalized messages and quotations
will not be permitted.
ITD’s old e-mail suffix (...@itd.state.id.us)
will no longer function and e-mail addressed to those accounts will
not be delivered. All employees must convert to the “@itd.idaho.gov”