Exchange service policies at IU

On this page:

• Dependent policies
• Account policies
• Address book
• Public folders
• System maintenance

Dependent policies

The Exchange service at Indiana University is bound by all applicable, existing Information and IT policies.

Account policies

• Who can get an Exchange account?
  
  
  • IU faculty and appointed staff
  • IU professional school students
  • IU Kelley School of Business MBA students
  • IU hourly staff with sponsorship from an appointed staff member
  • IU graduate students with sponsorship from an instructor
  
  
• Account generation:
  
  
  • If you require sponsorship, ask your sponsor to send an email request for Exchange account creation to  valid@indiana.edu  (for IU Bloomington) or  actadmin@iupui.edu  (for IUPUI and all other campuses).
  • If you do not require sponsorship, use the Account Management Service to create your Exchange account.
  
  
• Disk space policies:
  
  
  • Disk storage:
    • Default disk space is 500 MB.
  • Space violation:
    • If your account exceeds its storage for up to 30 days:
      • You will receive daily warnings from the Exchange system administrator.
      • New mail will not be sent if the mailbox is 25 MB over storage.
      • New mail will not be received if the mailbox is 75 MB over storage.
    • If your account exceeds its size for more than 30 days, UITS will disable it.
      • To reinstate your disabled Exchange account, contact your campus Support Center.
  • Space extensions:
    • If you need to make special arrangements for additional space, email  valid@indiana.edu  (IUB) or  actadmin@iupui.edu  (IUPUI and other campuses).
  
  
• Data restoration policies:
  
  
  • UITS will restore Exchange data only due to a system failure.
  • UITS will not restore single messages or single mailboxes.
    • Take care when deleting items.
    • Deleted messages are moved to the Deleted Items folder, where you may recover them.
    • To use the Deleted Items folder as an effective recovery mechanism, turn off Outlook's Empty Deleted Items at exit option.
    • For a certain number of days, you can undo deletions after they have left the Deleted Items folder. See In Outlook for Windows, how can I recover deleted items if I am an IU Exchange user?
  • Virus protection:
    • UITS currently performs virus scanning on the Exchange system.
    • UITS strongly encourages you to employ active virus scanning on your own workstation. For more, see Best practices for computer security.

Address book

• Naming conventions:
  
  
  • All address book objects must adhere to the following formats:
    • Contacts: LastName, FirstName Initial
    • Resources: Must follow ADS naming convention (e.g., IN-UITS-ETLarge)
    • Distribution lists: Must follow ADS naming convention (e.g., BL-UITS-ESST) or already exist in the @indiana namespace
  • Departmental identifiers that adhere to the IU given code will take precedence over unofficial departmental or workgroup codes.

Public folders

• Creating public folders:
  
  
  • Only IU departmental computing support providers can create public folders.
  • To request a folder, email your request to  valid@indiana.edu .
  • Folder owners may create subfolders after the top-level folder is created.
  • Folder owners can control access to folders through access control lists.
  • The email address of a mail-enabled public folder should not conflict with any other addresses within the directory. In the event of a conflict, the email addresses of users and centrally managed groups will take precedence over public folders.
  
  
• Disk space policies:
  
  
  • Disk storage:
    • The default per department is 200 MB.
    • Departments may request extensions up to 400 MB.
    • Departments that need more than 400 MB may subsidize the additional space.
  • Violations:
    • System administrators will send warnings to folder owners exceeding set storage for fewer than 30 days.
    • Access to a folder will be disabled if it exceeds storage for more than 30 days.
    • For a folder exceeding storage for more than 60 days, system administrators will archive the folder's contents and permanently delete the folder.
  • Extensions:
    • To request an extension, email  valid@indiana.edu .
  
  
• Data restoration policies:
  
  
  • UITS will restore Exchange data only due to a system failure.
  • UITS will not restore individual public folders.
  • Take care when deleting items.

System maintenance

• Scheduled maintenance:
  
  
  • The Exchange service maintenance window occurs 6-10am every Sunday, and the second Tuesday of every month from 10pm-midnight.
  • The Exchange service may be available during this maintenance window, but service may be interrupted without warning.
  • To view a list of scheduled downtimes, see the the IT Notices page at: http://itnotices.iu.edu/
• Unscheduled maintenance:
  
  
  • As the need for unscheduled maintenance arises, announcements of any service outage will be made through all normal UITS Support Center channels of communication.