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.
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.|
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 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.
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.
- 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.)
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.
- 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.
Email has a Recovery Time Objective of one hour.
|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.|
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.