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Email

Email (electronic mail) is a means of transmitting computer-based messages over a network, typically the Internet. Today's email programs are often bundled with other tools designed to improve collaboration, such as calendars, contact lists, and task lists. 

ITD provides email service to the majority of state government and many local government entities. There are nearly 15,000 entries in the email directory for state government.

Email Environments
Platform Web Access Scope
Microsoft Exchange/Outlook
Outlook Web Access
Most of ND state government has standardized on the feature-rich functionality of Microsoft Exchange/Outlook to achieve a high-level of integration and interoperability. This service is also available to ND local government offices for a nominal fee.
POP3/SMTP (Pioneer)
Pioneer Web Access
Basic email is available to ND local government as a complimentary extension of the statewide network.

Email Encryption

Email is inherently unsecured. Therefore, ITD offers an add-on feature (powered by Cisco Ironport) that provides encryption for agencies that use email to exchange sensitive and/or confidential information. It's as simple as adding "Securemail:" to the subject line of outbound messages. The recipient automatically receives instructions to access the email via the Secure Message Center.

Service Level Agreement (SLA)

The content of this section is based upon a mutual agreement between ITD and the Architecture Review Board (reviewed August 14, 2013). In conjuction with ITD's Enterprise SLA and Hosting SLA, it acts as a Service Level Agreement between ITD and all customers utilizing this service.

Enterprise Email Gateways

All email from the public passes through enterprise email gateways. They are the only servers with email ports exposed to the public through the firewall. The gateways are configured to protect against open-relaying of messages; thus ensuring that spammers do not maliciously utilize the state's system and that legitimate service providers do not block (or blacklist) email from the state.

Protective Measures

  • Message header information is logged and retained for one month.
  • Messages over 50 Meg in size are rejected. (Notify originator.)
  • Messages from blacklisted sources are rejected. (No notification.)
  • Messages from suspect sources with unresolvable/non-existent domains are rejected. (No notification.)
  • Messages containing a virus are discarded. (No notification.)
  • Messages that are positively identified as spam are discarded. (No notification.)
  • Messages that are suspected to be spam are quarantined for one week. (No notification.)
  • Suspicious attachment types, as defined within the EA Email Standard, are removed. (Notify recipient.)

Quotas

By default, Microsoft Exchange mailboxes are configured to:

  • Issue a warning message when they reach 280MB
  • Restrict sending at 300MB
  • Restrict receiving at 350MB

For an additional charge, mailbox quotas can be increased in 50MB increments.

Backup and Retention

  • Email is not systematically retained and/or discarded for Records Management purposes. Users should treat email similarly to other types of records/documents. Email retention is covered by record series 450102 on the ND General Records Retention Schedule, and its disposal is completed by manual processes adopted by each agency.
  • Email will be backed up nightly for disaster recovery purposes, and 14 days of backup data will be retained.
  • Microsoft Outlook's “Recover Deleted Item” feature is configured to retain items for 14 days.
  • Microsoft Exchange's “Recover Delete Mailbox” feature is configured to retain items for 14 days.

System Recovery

Email has a Recovery Time Objective of one hour.

Requesting Service

ITD’s online Work Management System (WMS) may be used to submit a "Email/IM/Rightfax/Quota" service request. ITD's Enterprise Service Level Agreement includes Service Level Objectives and Standard Intervals for Request Fulfillment.

Related Standards and Guidelines

Associated Rates

Title Current Rate Current One Time Fee

Microsoft Exchange services are available to political subdivisions that require email functionality beyond the basic POP3/SMTP service provided with their statewide network connectivity. A monthly fee is assessed for each e-mail account. 

5.30/account

A centralized e-mail encryption service exists for agencies that need to exchange secure messages with external entities. There is a one-time user install fee plus a monthly fee for each user accessing the system. 

1.70/user 22.00/user

ITD allows for additional storage to be acquired for email mailboxes. 

3.00/account
8.75/device 75.00/device

All rates include 4.9% overhead charge.

 

What Our Customers Are Saying

Thanks for the great service!

Bank of North Dakota
March 25, 2014
 
 

Copyright © 2014 North Dakota Information Technology Department - ITD
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