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. Instructions to set up Pioneer mail on Outlook can be found here.

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 IT Coordinators Council (reviewed March 9, 2016). In conjunction with ITD's Enterprise Service Level Agreement and Hosting Service Level Agreement, 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 MB 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 1,004 MB
  • Restrict sending at 1 GB (1,024 MB)
  • Restrict receiving at 1,074 MB

For an additional charge, mailbox quotas can be increased in 1 GB increments.

Account Management

  • Active Directory accounts shall be Exchange email-enabled by ITD, upon receipt of a customer request via the Work Management System (WMS).
  • The user portion of the Exchange email address shall match the Active Directory login-ID.

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.

Disaster Recovery

Email has a Recovery Time Objective of one hour.

Modifications

Date SLA Modification
2016-03-09 Increased quotas in conjunction with Exchange 2013 upgrade: Warning from 480 MB to 1004 MB, Restrict Sending from 500 MB to 1024 MB, and Restrict Receiving from 550 MB to 1074 MB. Also added Account Management section.

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.

Associated Rates

Title Current Rate Current One Time Fee
County Exchange Email

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
Email Encryption

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.

 
1.80/user 22.00/user
Email Quota (Additional Storage)

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

10.00/account
Technology Fee

Network access charge is assessed for each state FTE for statewide area network access and other network services.

59.00/FTE
XenMobile Device Manager 8.75/device 75.00/device

Related Standards and Guidelines

Email

Establishes policies for the use of enterprise email in North Dakota state government.

News

Exchange Server 2013 MigrationPosted: Jan 22, 2016News

ITD is beginning the process of scheduling agency migrations from Exchange Server 2010 to Exchange Server 2013. Starting late January 2016,  ITD will be contacting agency IT Coordinators to schedule migrations on a per agency basis with the goal of completing all migrations by the end of March, 2016.

On Monday, July 6th, The IronPort Encryption Appliance (IEA), which is used by agencies to send encrypted email to external recipients, will be replaced with Cisco Registered Envelope Service (CRES).