1. E-mail and Network Management Presented by: Information Technology

2. IT Administrative Regulations ADMINISTRATIVE REGULATION CITY OF BEVERLY HILLS AR No. 4C.11 effective: November 1, 2004 ELECTRONIC MAIL AND MESSAGING POLICY These can be found on the Bevy under Departments/ IT/ Administrative Regulations These can be found on the Bevy under Departments/ IT/ Administrative Regulations

4. E-mail Retention and Storage IV. PROCEDURES A. E-mail Retention and Storage 1. All E-mail items older than thirty (30) days will automatically be deleted from the E-mail system. 1. All E-mail items older than thirty (30) days will automatically be deleted from the E-mail system. If a message is deemed relevant beyond the thirty (30) day retention period, it should be transferred by the user from the E-mail system to an electronic file or printed. As a caveat, retained messages are regarded as a Public Record per the California Public Records Act, Government Code Sections 6250-6268.

5. Problems…  Holding on to E-mail for more than 30 days  Using E-mail for long-term storage of information  Using E-mail as a filing system

6. Solutions…  E-mail should only be kept as long as it is necessary to complete a task related to a project or program.  If you don’t need it, delete it.  If it’s important enough to save, file it in the appropriate place.

7. Where is The Appropriate Place to File E-mail?  Where do I put my E-mails? If it’s a Short-Term Project (30 days or less)  If an E-mail is related to a project you are working on, you should save it right away to a project folder in Outlook.  For example, an E-mail related to the Safety Expo would be put into a folder in Outlook labeled “Safety Expo”.

8. If it’s a Long-Term Project… (more than 30 days)  If an E-mail is related to a project you are working on and you know it’s a long-term project, you should save it right away to a project folder on the Network.  For example, an E-mail related to your department’s Budget would be put into a folder on the Network labeled “FY 2007 - 2008 Budget”.

9. Organizing E-mail How do I organize my E-mail?

10. 10 MB Every Day  By current estimates, the average corporate email account sends and receives about 10 MB of data per day. As email volume and attachment sizes continue to grow, this number will continue to increase, placing an even greater burden on corporate storage requirements. Since corporate email servers are not designed to store this volume of data for long periods of time, businesses must find more effective storage solutions for this critical data.

11. Organizing E-mail When you receive an E-mail, ask yourself the following questions:  What is this?  Where does it belong?  How long do I think I need it?  Is it related to a specific project or task?  Can I delete it immediately after reading it? The answers to these questions will determine what you do with the E-mail.

12. Select the E-mail

13. What Is This? Where Does it Belong?

14. Options  Delete it –Move to deleted items  Keep it -Move to folder within e-mail -Move to network folder -If you only need the attachment, save the attachment!  Ignore it – Causes chaos and disorganization

15. Keep It  Move to folder within E-mail – Create a folder – Move email to the created folder

16. Create a Folder

18. Move to Folder Right Click Here

19. Move to Folder

20. Alternate Methods  Drag and Drop –Drawbacks:  Lost E-mails  Example Help Desk Call: –“Yeah, I had an E-mail and I moved it and now it’s gone. Can you find it for me?”

21. Repeat  Repeat these steps for each E-mail or groups of E-mail as needed.

22. Multiple Subject E-mail  What if the content of the E-mail belongs in more than one project? –(e.g. department budget and staff whereabouts)  Select the E-mail, copy the E-mail, and paste it into the appropriate folder.

23. Select the E-mail

24. Copy E-mail

25. Select the appropriate folder

26. Paste in folder

27. Move to Second Folder Right Click Here

28. Move to Second Folder

29. Longer Than 30 Days  What if I need to keep my E-mail longer than 30 Days? If it’s necessary to keep the content of an E-mail longer than 30 days you should move it to a folder on your network drive related to your project. If it’s necessary to keep the content of an E-mail longer than 30 days you should move it to a folder on your network drive related to your project.

30. Select the E-mail

31. File – Save As

32. Go to appropriate folder on the Network

34. Save E-mail in Folder

35. The Default and recommended file type is HTML

36. Save E-mail in Folder You can see the same email saved here in three different formats. HTML is the most efficient use of space while maintaining the e-mail format, links, and images.

37. Repeat  Repeat these steps for each E-mail as needed.

38. What about archiving? The 30-day retention policy applies to archiving as well. This includes “Personal Folders” and “Archive Folders.” If you currently have archived E-mails, follow best practices and save them to an organized network folder.

39. What about archiving? I don’t have an archive or personal folder. How do I create one? –Use the following instructions to create a data file. Remember that the 30 day retention policy applies to data files as well.

40. Create a Data File To create a data file for temporary storage of email: Select TOOLS – OPTIONS and click the “Mail Setup” tab. Click the Data Files button.

41. Create a Data File Click the Add button You will see the New Outlook Data File Window. Click OK

42. Create a Data File

43. Click the drop down box and select your “K” drive.

44. Create a Data File

47. Once you have created your data file, follow best practices for creating folders and organizing emails as you move them from your Inbox to the data file. Create a Data File

48. Other tips Clean Up Your Mailbox!  Each person has been granted 100 MB of E-mail space.  Some of us have already received warning messages indicating that we are running out of space.  If your mailbox is full, incoming messages will be returned to the sender, and outgoing messages will not be sent!

49. Mailbox Clean up  Manage the size of your mailbox to improve the overall performance of Microsoft Outlook:  1. Open to Outlook  2. Go to the “Tools” menu  3. Select “Mailbox Cleanup”

50. Mailbox clean up

51. View The Total Size of Your Mailbox Deleted Items SENT ITEMS Overall Size INBOX

52. Mailbox clean up Find Large Emails

53. Find Large E-mails!

54. “Mailbox is Full” Message  Sample Help Desk Call: “Um, I tried to send an E-mail, and I got a message that said my mailbox is full. So I deleted a bunch of Messages, but I still can’t send or receive E-mails. What do I do?” “Um, I tried to send an E-mail, and I got a message that said my mailbox is full. So I deleted a bunch of Messages, but I still can’t send or receive E-mails. What do I do?”

55. Empty the “Deleted Items” Folder Deleted 20 MB If you delete items from your E-mail, they still count towards your total mailbox size until emptied from the deleted items folder.

56. Mailbox clean up Empty Deleted Items

57. To help keep the Deleted Items Folder clear and empty: Select TOOLS – OPTIONS and click the “Other” tab. Check – Empty Deleted Items folder upon exiting.

58. Reminders  E-mail Attachments – Keep them as small as possible and send to as few people as possible  When you are sending a picture file please compress the image  Distribution Lists have limited access  Please no stationery  Please no animated smiley faces  Personal and Confidential disclaimers  SPAM and unsolicited E-mail

59. Thank you! On behalf of Information Technology we thank you for your time and attention.