CU employees have legal obligations to maintain and/or make available electronic information in the event of litigation, subpoena, court order, open records request, or other legal requests. If faculty or staff members determine that use of the CU-Boulder email service interferes with their ability to pursue their academic or research activities then they will need to certify, through the CU-Boulder IT Security Office, that e-discovery requirements are met. This document outlines that process.
Some organizations' domains, such as national labs, institutes or other campuses, have been approved to serve as one's email delivery location. If you wish to forward your email to a domain that is not on the approved list of domains, you should follow these steps to request that your email be forwarded to a third-party provider:
Affiliated faculty, staff, and students receive email service via Google or Exchange, which uses the IdentiKey system.
Other accounts on particular OIT Unix machines may be requested by CU-Boulder faculty, staff, and students for any bona fide purpose related to their work or studies at CU-Boulder. Accounts will not be granted for commercial purposes. The requester will be required to state the purpose for which the account is to be used.
Through the Email for Life program, CU-Boulder graduates will automatically keep registered colorado.edu email addresses accessible through Google.
Learn how to report spam to OIT.
To report a false negative (mail not being marked as Potential-SPAM when it should have been) you can send that message as an attachment (RFC-822 MIME encoded) to email@example.com.
If you do not know how to send a message as an attachment follow the directions below for your mail client. Please note that the mis-identified message must be attached to the email that you send – we cannot accept “forwarded” messages.
Forwarding as an attachment is not available in the light version of OWA, using Safari or Firefox.
Below are depictions of email headers so that you review the SenderBase Reputation scores (SRBS).
In the header, lines 1-4 are different for Gmail customers and Exchange customers. The images below demonstrate that difference.
First four lines of the header for a Gmail customer:
First four lines of the header for an Exchange customer:
OIT uses an email filtering technology to process incoming email for spam and viruses for the CU-Boulder campus. This system scans incoming messages using an extensive collection of rules to determine the likelihood of each message being spam, then assigns a numeric score to each message.
Messages are given an "SBRS" (SenderBase Reputation) score and an IronPort SPAM Score. For SBRS, the range is from 10 (likely a trustworthy sender) to -10 (apparent spammer). A score of "none" indicates that there was no information about the sender at the time the message was being processed.
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 Email/Calendaring Solution & the Record Retention Policy
CULink contacts will not be migrated automatically to your Exchange account. Here are step-by-step instructions to help you export your Contacts from CULink and import them into Exchange via an email client.
These programs feature integrated email, calendar, tasks (to-do), and contacts (address book) with CU-Boulder's Exchange service. Manage calendar invitations, task assignments, and your incoming email all from a single inbox. You can also schedule resources from your inbox.
In most instances, campus affiliates that are classified as a "Person Of Interest" (POI) by Human Resources, receive a Google account. A department's human resources liaison should be able to tell you if you do. Departments can request an Exchange account for the POI.
Faculty and staff can request a secondary account to be used for a group or a generic email address for a department.
To request a secondary account, contact the IT Service Center and provide the following details:
Resource accounts are typically used for projectors, conference rooms, or other shared objects within a department. The AutoAccept feature allows calendar invites to be automatically accepted if there are no scheduling conflicts. Double-booking of resources is available, but not set by default. Only Exchange users can view the calendars for resource accounts. Also, permissions can be added so that only certain users can add events.
Send a message to firstname.lastname@example.org with the following information.
Student employees can continue to use their primary Google accounts for mail and calendaring, or the department can request a secondary Exchange account to take advantage of the calendaring and tasks features, as well as isolate work related messages onto a separate account that can be terminated when the student employee leaves the department.