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CDTA Employee Portal > Information Technology > Announcements > Email Cleanup  

Announcements: Email Cleanup


Email Cleanup 


The purpose of this memo is to follow up on what I spoke about at the Authority staff meeting on October 16, 2008 in regard to the ongoing issue with the management of e-mail assets at CDTA. The current version of the Exchange e-mail system was implemented in 2002 and has since grown at a staggering pace:

Mailbox Database Growth

2003 - 13 GB
2006 - 30 GB
2008 - 45 GB

Some of the issues encountered as a result of this increased utilization include:

1.) Number of items in mailboxes is increasing.

2.) Size of messages (and attachments) is increasing.

3.) E-mail use is taking up more Bandwidth.

4.) E-mail servers are running out of disk space.

5.) Backup & restore times are increasing.

6.) Local archives are unknown and uncontrolled.

7.) Retention/Deletion policies are nonexistent.

As CDTA seeks to minimize expenditures on storage and reduce disaster recovery windows, implementing an effective mailbox size management strategy will reduce server loads, shorten restore times, increase ROl on storage expenditures, and slow the consumption of new storage as it is made available.

Therefore, we request that the following techniques be used to help mitigate storage concerns with the e-mail system:

1) TIP #1 Delete all items for your Sent Items folder.

2) TIP #2 Delete all items from your Deleted Items folder.

3) TIP #3 When e-mailing an attachment internally, save the document to the file system and just tell the recipients where the document is located. This is applicable especially for drafts and works in progress, as every time a new version is sent, another copy is stored in the e-mail server.

4) TIP #4 Take a look at your large items in your mailbox by using the Default Search Folders:

There are three default Search Folders in the Navigation Pane (The Navigation Pane is the column on the left side of the Outlook window that includes panes such as Shortcuts or Mail and the shortcuts or folders within each pane. Click a folder to show the items in the folder.):

Categorized Mail includes items that have been assigned a color category.

Large Mail includes items that are larger than 100 kilobytes (KB).


Unread Mail includes items that are marked as unread.

Consider one of the following options:

o Delete items located here

o Archive items located here (further explained below)

o Remove the attachments on items located here (open the message, right-click the attachment and choose "Remove"). If desired, save the attachments to a location on the file system (if it doesn’t already exist there.


5) TIP #5 Archive folders where content is older than one year:

a.) On the File menu, click Archive.

b.) Select the Archive this folder and all subfolders option, and then specify a date under Archive items older than.

c.) Under Archive file, verify that C:\Documents and Settings\myaccount\Local Settings\Application Data\Microsoft\Outlook\archive.pst is the value, where myaccount is your userid. This will ensure that your archived files are backed up on the network.

d.) Click OK.

Note: Outlook automatically creates another archive file for items in the folder and location specified.

The archived folders will now appear in your Archive Folders Default Search Folder:

To access the files in the archived folder, just select it in the navigation pane. Keep in mind that when doing subsequent searches for e-mail messages, archived folders can be searched as well. Also remember that archived folders will not be accessible from BlackBerries or webmail. They will only be available from a computer connected to the network.

6) TIP #5 - Appropriate use

Finally, I would like to reiterate the following excerpt from the Information Technology Policy:

"The use of electronic communications at the Authority is intended for business purposes only. The E-mail system should not be used to send jokes or other comments that may be discriminatory, harassing or offensive to others, or to send material that defames an individual, the Authority, or discloses personal or sensitive business information without authorization. The Authority’s policy prohibiting harassment in its entirety applies to the use of our electronic communications systems. Furthermore, electronic communications may not be used in a manner that may be construed by others as harassment or offensive based on race, national origin, gender, sexual orientation, age, disability, religious beliefs or any other characteristic protected by federal, state or local law. Use of the "bcc" feature for intra-staff E-mail is discouraged." This document is located on the portal under the IT section and is titled "IT Policy 2007-004 IT Policy and SSA 20071023.doc"

Discretion should be used when sending to the "All Users" group and when doing a "Reply to All" and should only be used when relevant and absolutely necessary.

We do appreciate your assistance helping us streamline our e-mail s


Created at 10/22/2008 2:37 PM  by Rich Fantozzi 
Last modified at 10/22/2008 2:37 PM  by Rich Fantozzi