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E-mail - Quotas

Introduction to New E-mail Storage

There are two main reasons for changing the current e-mail storage system:

• To provide a new facility to improve how the University manages important e-mail records, e.g. communications with staff, students, suppliers, partners.

• To contain the volume of current "live" e-mail, so that it can be frequently backed up and restored quickly in the event of a system failure.

On the old system there was just one type of e-mail storage, "live", but for users of our new system there are up to four. These all appear as normal folders via your e-mail client.

1. "Live" e-mail storage.

   • Who: all staff e-mail users.

   • Includes inbox, sent items, Filtered-SPAM etc.

   • Access: individual.

   • Quota: 250 Mb, increase to 350Mb by self-request via Web form; further increases on request to IT Services. You request the initial increase via the web form Quota Manager https://staff-mail.lboro.ac.uk/portal/. It will be done immediately.

   • Retention: kept until deleted by user; all messages are deleted when the staff member leaves.

2. "Migrated mail"

   • Who: everyone who has transferred e-mail from the old system.

   • Access: individual.

   • Quota: none, but restricted to e-mail moved from the old system.

   • Retention: 2 years from date of migration; read-only, but users are strongly encouraged to delete unwanted items before they move. There will be a request mechanism to delete sensitive e-mails in exceptional cases.

3. "Archive" (department-based).

   • Who: everyone, content is organised by the department.

   • Access: shared between specified individuals or groups.

   • Quota: no limit if used as intended for storing e-mail needed for the University records.

   • Retention: according to retention period set on each folder; messages cannot be deleted by individuals.

4. "Two-year store".

   • Who: anyone on request. You request it via the web form Quota Manager https://staff-mail.lboro.ac.uk/portal/. It will be done immediately.

   • Access: individual, set up if needed on request via a web form.

   • Quota: around 1Gb, probably implemented as a "soft quota".

   • Retention: 2 years; users can also manually delete messages.