Exchange service policies at IU

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Dependent policies

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

Account policies

  • People eligible for an Exchange account:
    • IU faculty, appointed staff, and part-time staff
    • IU graduate students and professional school students
    • IU Kelley School of Business MBA students
    • IU undergraduate students with sponsorship by a faculty or full-time staff member
    Note:
    Any mail sent to username@exchange.campus.edu (for example, jdoe@exchange.iupui.edu) from a system outside IU will be rejected, generating a bounce message to the sending system. Be sure your mail is sent to username@iu.edu.
  • Account generation:
    • If you require sponsorship, ask your sponsor to send an email request for Exchange account creation to the Accounts Administration team.
    • If you do not require sponsorship, create your Exchange account by following the instructions in Exchange accounts at IU.
  • Disk space policies:
    • By default, Indiana University Exchange mailboxes are allotted 50 GB of storage capacity. An increase can be granted (+25 GB) when mailbox storage exceeds 90%. To determine how much data you have saved in your Exchange mailbox (that is, Inbox and folders), see Check your storage space on the IU Exchange server.
  • 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 Microsoft 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 Recover deleted items from Exchange at IU.
    • 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 Tips for staying safe online.

Institutional data

IU Exchange accounts are appropriate for storing institutional data elements classified as University-internal.

Official classifications for institutional data at IU are defined in the university's Management of Institutional Data policy (DM-01). If you have questions about the classifications of institutional data at IU, see Classification levels of institutional data, use the Data Sharing and Handling (DSH) tool, or contact the appropriate Data Steward. To determine the most sensitive classification of institutional data you can store on any given UITS service, see Choose an appropriate storage solution.

Important:
Do not send or receive Restricted or Critical data via email unless it is required by your role within the university. Instead of email, use Slashtmp Critical, Box Health Data Accounts, or Box Entrusted Data Accounts to share any Restricted or Critical data. If you are sharing personally identifiable information (PII) data classified as University-internal (for example, names, University IDs, student addresses, etc.) via Exchange mail, best practice is to limit the data set to 100 or fewer individuals; to share larger data sets, use Slashtmp or Box Entrusted Data Accounts. If you are unsure whether email is appropriate for a particular situation, consult with the appropriate Data Steward and the UIPO. Always force encryption for messages that contain Restricted or Critical data. This is especially important since any recipient may forward messages you send or have IU email configured to automatically forward all messages to an outside email account. IU mail servers use the Cisco Registered Envelope Service (CRES) to encrypt messages sent to external recipients. For more, see About confidential information in email.

Address book

  • Naming conventions:
    • All address book objects (that is, entries in the IU Exchange Address Book) must adhere to the following formats:
      • Contacts: LastName, FirstName Initial
      • Resources: Must follow ADS naming convention (for example, IN-UITS-ETLarge)
      • Distribution lists: Must follow ADS naming convention (for example, 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 the Accounts Administration team.
    • 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 owners of folders that exceed the set storage limit for fewer than 30 days.
      • If a folder exceeds the storage limit for more than 30 days, access to the folder will be disabled.
      • If a folder exceeds the storage limit for more than 60 days, system administrators will archive the folder's contents and permanently delete the folder.
    • Extensions:
  • 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 6am-10am every Sunday, and 9pm-midnight on the second Tuesday of every month.
    • 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 Status.IU page at:
      https://status.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.

This is document arlf in the Knowledge Base.
Last modified on 2020-02-26 13:39:54.

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