*Note: Information Technology Policies are in the process of review and will be updated throughout the year*
Notes Mail
Any OSU Stillwater employee is eligible to request a Notes Mail database. Each user will be allowed 25 MB of mail. Users having over 25 MB of mail will need to archive or delete mail to stay within the 25 MB limit. A physical limit will be set at 100 MB. When the physical limit is reached, mail will be returned to the sender.
Each user may request a mail archive database. When a user's mail archive reaches 300 MB or more it will be burned on to a CD, deleted and a new archive will be created. The user will be contacted to arrange delivery or pick up of the CD.
At the user's request, a default archive profile will be enabled on the user's mail database. The default archive profile will automatically archive to the mail archive database any mail that has not been accessed in 60 days. Users may change the default profile or request the profile be changed at installation.
Mail and Archive databases will be backed up 6 nights a week and retained 14 days. A monthly backup of the Archive database will be retained for one year.
Messages originated from Notes Mail will have the address of "userid@okstate.edu"
Notes Mail-In Databases
A mail-in database will be created in Lotus Notes for service ids. Each mail-in database shall have an owner designated who is responsible for this database. The owner will be responsible for the maintenance (manual local archiving) of their databases. Mail-in databases will not be automatically archived to the server.
Each mail-in database will be limited to 25 Mb. Mail-in databases having over 25 MB of mail will be required to be archived locally or delete down to the 25 MB limit. A physical limit will be set to 100 MB. When the physical limit is reached, mail will be returned to the sender. The owner will be contacted for these maintenance activities.
Mail-in databases will not have failover copies on the backup server.
When a request for a mail-in database is submitted, the owner must inform Information Technology if the database needs to be web-enabled. Mail-in database URLs will be provided to the owner once the service request is completed.
Server-based archives are available for mail-in databases at the request of the database owner.
