New E-mail/Calendaring Solution & the Record Retention Policy

From: Administrative E-Memo (memofrom@Colorado.EDU)
Date: Sun May 01 2011 - 23:30:22 MDT

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    Date: Sun, 1 May 2011 23:30:22 -0600 (MDT)
    From: Administrative E-Memo <memofrom@Colorado.EDU>
    Subject: New E-mail/Calendaring Solution & the Record Retention Policy
    

    TO: Boulder Campus Teaching & Research Faculty, Staff,
             Deans, Directors, Dept Chairs

    FROM: Office of the Chancellor, Office of the Provost

    SENDER: John Sleeman, University Counsel
             Larry Levine, AVC for IT and CIO

    DATE: May 1, 2011

    SUBJECT: New E-mail/Calendaring Solution & the Record Retention Policy

    Today many faculty and staff are using CULink as their e-mail and calendaring
    solution. Beginning this spring semester, faculty and staff on CULink are being
    migrated to Microsoft Exchange, which is intended to enhance e-mail
    functionality, reduce campus costs, and create easier and more productive
    scheduling. This migration period will run through the fall of 2011 and ITS and
    your CSRs (Computer Support Representatives) will work with you to accomplish
    the migration during times convenient to you.

    The new e-mail and calendaring solution will include many improvements, such as
    campuswide scheduling via the calendaring function, contact and directory data,
    task management, and 1 gigabyte (aka "a gig") of storage (the CULink initial
    storage allocation was 200 megabytes or one-fifth of "a gig"); hopefully making
    your research, teaching, administrative tasks, and communications easier.

    Some of you forward your colorado.edu e-mail address to a third-party provider
    (e.g. Gmail, Hotmail, Yahoo, etc.). Once the new e-mail and calendar solution
    is available to you, we are asking that you use the campus e-mail and
    calendaring solution for all CU-related work.

    The University Records Retention policy clarifies that faculty and staff
    utilize university-owned e-mail accounts to conduct university-related business
    (see: https://www.cusys.edu/policies/policies/G_Retention-UnivRecords.html).
    This is in part because CU employees have legal obligations to maintain and/or
    produce electronic information in the event of a litigation or open records
    request. Additionally, making the most our new campuswide e-mail solution
    rather than having an array of disparate non-CU accounts systemically benefits
    everyone, as the new system will facilitate collaboration through better
    calendaring functionality, provide compatibility amongst departments, and
    minimize the potential loss of university data in the event that data is
    compromised.

    All faculty and staff will be contacted by ITS, and ITS will work with your
    CSR, a process that has begun during this current semester, to assist you in
    migrating to Exchange. As this occurs, we ask that anyone using a non-CU e-mail
    account while conducting university business, migrate that account to Microsoft
    Exchange. For those of you associated with some of the regional national
    laboratories and institutes with whom we have working relationships,
    arrangements have been made with them to use those labs and institutes as one's
    e-mail home (e.g. NOAA, NIST, NCAR, NREL). More information and an FAQ can be
    found at: http://www.colorado.edu/its/exchange/faq.html.

    We recognize that some departments historically have managed their own Exchange
    server (or other mail servers). With this new campuswide solution in place, we
    encourage departments to reevaluate if it continues to make sense to manage
    e-mail servers at a departmental level or if the campuswide Exchange solution
    fits your departmental needs. If a department continues to manage their own
    e-mail server, the department will need to certify, through the CU-Boulder IT
    Security Office, that e-discovery requirements are met.

    If you feel that you are an exception and using any CU e-mail account is
    unacceptable in fulfilling your teaching, research or administrative duties,
    please contact Larry Levine, associate vice chancellor for IT
    larry.levine@colorado.edu, (303) 492-4691.


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