e-mail standards effective next week
A short manual that explains how to use Personal Folders and Archive
Folders in Outlook for long-term storage of e-mail has been posted
to the ITD Intranet. It is available at: http://intranet/admin_services/HRS/SoftwareTrainingDocuments/MainSoftwareDocuments.htm
Click on "e-mail Storage Options in Outlook" You also
can open the ITD Intranet homepage, click on "Technical,
PC Help Docs," and then "E-mail Storage Opeions in Outlook
" Questions can be directed to Carinjoy condon, 334-8041,
ITD implemented a number of important changes to employee
use of e-mail this 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”