Exchange service policies at IU

On this page:

Dependent policies
Account policies
Institutional data
Address book
System maintenance

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 email Tier 2 Accounts Administration, requesting Exchange account creation.
- If you do not require sponsorship, create your Exchange account by following the instructions in Exchange accounts at IU.
Disk space policies:
- Primary user accounts in a paid status at IU are allotted 100 GB of storage capacity, while affiliates and group accounts are allotted 50 GB. There is no provision for expansion.
  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.

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 Management of Institutional Data (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 Stewards. 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 Critical or Restricted data via email unless it is required by your role within the university. Instead of email, use Slashtmp Critical to share any Restricted or Critical data. If you are sharing personally identifiable information (PII) classified as University-Internal data (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. If you are unsure whether email is appropriate for a particular situation, consult with the appropriate Data Stewards 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 Secure Email Encryption Service (CSEES) 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.

System maintenance

Maintenance is performed by the vendor (Microsoft), and is designed to not be impactful to clients. For unplanned outages, see Status.IU and Microsoft 365 Service health status.