Policy Code: 
SI001.3
Effective Date: 
Tuesday, August 13, 2013
Revision Number: 
3
Revision Date: 
Wednesday, October 10, 2018
Last Reviewed: 
Tuesday, August 15, 2017
Version Control: 
This standard supersedes SI001.2.

Purpose

  1. To utilize feature-rich functionality beyond basic industry standards and achieve 100% integration and interoperability throughout the enterprise.
  2. To create systems of nominal complexity so that support and administrative efforts can be minimized, training can be leveraged, and job duties can be refocused to reduce redundancy.
  3. To allow for rapid deployment of new technology and position the enterprise to react quickly to emerging opportunities, problems, and threats.
  4. To simplify the end-user’s experience.
  5. To utilize a single directory for authentication, access control, directory lookups, and distribution lists.
  6. To project a consistent view of state government to the public.
  7. To avoid duplication of system resources and leverage enterprise licensing.

Standard

  1. All Email functionality will be provided using enterprise solutions specified in Appendix A.
  2. All agencies shall use and publish a single, enterprise-wide email domain of “@nd.gov”.
  3. All agencies shall maintain a generic agency email address (an “Info” account).
  4. All agencies shall maintain an email distribution group that contains all email users within their agency, and that group shall be configured to accept messages from a group of “Authorized Senders To All.”
  5. User-IDs and email addresses shall be named in accordance with the EA Security Architecture “Access Control” standard (STANDARD SS004.9).
  6. All email from the public must pass through enterprise email gateways.

Policy

A standardized set of technologies will be used across the enterprise for Email functionality.

Applicability

To all executive branch state agencies and institutions excluding the institutions under the control of the board of higher education with respect to academic and research uses of information technology.

Definition

Email (electronic mail) - 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.

Guidance

None.

Non-Compliance

Non-compliance with this standard shall be reported to the Office of the State Auditor.

 

APPENDIX A                                                                      

Email System Components

 

Email

  • Microsoft Exchange
  • POP3/SMTP service

 

Drafted By

Information Technology Coordinators Council