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Colleagues,

 

I am requesting a quick response from you to see what institutional policy you have in place for:

 

1.       E-mail retention (Number of days)

2.       E-mail storage space for faculty/staff (MB/GB)

 

I understand there may be some philosophical positions on both. Thanks for your time.

 

Regards,

 

Anwar

 

Anwar Karim | Director of IT Infrastructure & Engineering Services

Office of Information Technology | Montgomery College | Rockville, Maryland 20850

Phone: 240-567-3212 |  Fax: 240-567-3007 | anwar.karim@montgomerycollege.edu

 

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/discuss.

Comments


Hi,
We moved to Gmail just to avoid limits like these.  Nicely illustrates cultural difference. 

Theresa 
On Thursday, November 7, 2013, Karim, Anwar wrote:

Colleagues,

 

I am requesting a quick response from you to see what institutional policy you have in place for:

 

1.       E-mail retention (Number of days)

2.       E-mail storage space for faculty/staff (MB/GB)

 

I understand there may be some philosophical positions on both. Thanks for your time.

 

Regards,

 

Anwar

 

Anwar Karim | Director of IT Infrastructure & Engineering Services

Office of Information Technology | Montgomery College | Rockville, Maryland 20850

Phone: 240-567-3212 |  Fax: 240-567-3007 | anwar.karim@montgomerycollege.edu

 

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/discuss.



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Sent from mobile
********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/discuss.

Forever – no forced retention rule (yet….)

 

10MB to start and 90% are fine with that limit. We will increase when requested and after asking them to clean up first (surprising how many people will have a 5MB PDF in their out box from 2 years ago that they really don’t need and many times forget they even have an out box) to see if that removes the problem.

 

We are considering a yearly “get out the trash” awareness month asking people to purge sent mail, get rid of old files on their file shares, get rid of unused sharepoint portal sites, throw out paper from file cabinets that they don’t need, get rid of old office supplies no one has touched in years and are covered with dust. Step one was setting file retention rules for everything

 

We moved our students to gmail and have now limits on their message retention and gmail offers a sizable quota. We are moving to convince faculty (many also use gmail) and staff (some offices are using gmail, I.e. Registrar and Libraries) to move over completely (we currently use gmail as failover for faculty and staff should our exchange service fail.) Tom Thomas H. Carnwath | Vice President | Technology and Information Services The University of the Arts | 320 South Broad Street | Philadelphia, PA 19102 | Tel: 215-717-6440 [cid:EA06501A-831C-43F3-8CB7-8F2BDD801022] Need Assistance? Call Oops (215-717-6677) to get answers. OTIS will never ask for your personal information or password in an email. Never share this information with anyone. This message and any attachment may contain confidential or privileged information and is intended for the intended individual named as addressee. If you are not the intended recipient of this message, please notify the sender immediately by return email and delete this message and all attachments from your system. Any unauthorized disclosure, use, distribution, or reproduction of this message or any attachments is prohibited and may be deemed unlawful. Please consider the environment before printing this email. From: , Anwar > Reply-To: The EDUCAUSE CIO Constituent Group Listserv > Date: Thursday, November 7, 2013 8:29 AM To: "CIO@LISTSERV.EDUCAUSE.EDU" > Subject: [CIO] E-mail retention and storage limit Colleagues, I am requesting a quick response from you to see what institutional policy you have in place for: 1. E-mail retention (Number of days) 2. E-mail storage space for faculty/staff (MB/GB) I understand there may be some philosophical positions on both. Thanks for your time. Regards, Anwar Anwar Karim | Director of IT Infrastructure & Engineering Services Office of Information Technology | Montgomery College | Rockville, Maryland 20850 Phone: 240-567-3212 | Fax: 240-567-3007 | anwar.karim@montgomerycollege.edu ********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/discuss. ********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/discuss.
We delete all faculty and staff email after 6 months automatically from inboxes , deleted and sent files unless deliberately archived by the mailbox holder.  Archives are set for 18 months, 3, 5 years and indefinitely (this is primarily for our legal staff).   This is per policy that was established several years ago by a system-wide committee, not IT.  We don't limit mailbox size although we only increase it if needed.   We do run Exchange in-house and support 16,000 mailboxes.   Students are on Microsoft 365 or whatever it is called now.

Julie

Julie Ouska
CIO/VP of IT
Colorado Community College System
Julie.ouska@cccs.edu
(720) 858-2781 


From: Theresa Rowe <rowe@oakland.edu>
Reply-To: CIO List <CIO@LISTSERV.EDUCAUSE.EDU>
Date: Thursday, November 7, 2013 6:34 AM
To: CIO List <CIO@LISTSERV.EDUCAUSE.EDU>
Subject: Re: [CIO] E-mail retention and storage limit


Hi,
We moved to Gmail just to avoid limits like these.  Nicely illustrates cultural difference. 

Theresa 
On Thursday, November 7, 2013, Karim, Anwar wrote:

Colleagues,

 

I am requesting a quick response from you to see what institutional policy you have in place for:

 

1.       E-mail retention (Number of days)

2.       E-mail storage space for faculty/staff (MB/GB)

 

I understand there may be some philosophical positions on both. Thanks for your time.

 

Regards,

 

Anwar

 

Anwar Karim | Director of IT Infrastructure & Engineering Services

Office of Information Technology | Montgomery College | Rockville, Maryland 20850

Phone: 240-567-3212 |  Fax: 240-567-3007 | anwar.karim@montgomerycollege.edu

 

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/discuss.



--
Sent from mobile
********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/discuss.

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/discuss.

We moved to Google in 2008, the generic Google Apps for Education offering is 30 GB combined for GDrive and Gmail.  This is working very well for all the customers. 


Anwar,

 

1.       E-mail retention (Number of days)

 

We don’t have a limit on retention of e-mail for messages stored in an individual’s mailboxes. When an employee leaves the University, their e-mail account will be deleted 9 days after their termination date – this gives HR time to ensure that all requests for extensions or additional assignments have been received and processed.

Regarding e-mail backups, we have a retention policy of 25 business days which was developed in concert with our General Counsel. On the 26th day the oldest e-mail backups will be overwritten and are no longer available.

 

2.       E-mail storage space for faculty/staff (MB/GB)

 

Faculty and staff are allocated a default quota of 1GB for e-mail storage. Additional storage will be allocated to them upon request at a cost of $5 per GB per month (eg, an additional 1GB of storage costs $60 per year).

 

Our students are on Office365 and have a 25GB storage allocation.

 

Mickey

*******************************************************************************

Michael R. Belote

Chief Technology Officer

Mercer University

O: 478-301-2850

M: 478-719-2955

http://IT.Mercer.edu

 

Wayne State (through a hosted Zimbra installation) give all faculty and staff 8 Gigs and have no retention time limits (at the moment).

Geoffrey S. Nathan
Faculty Liaison, C&IT
and Professor, Linguistics Program
http://blogs.wayne.edu/proftech/
+1 (313) 577-1259 (C&IT)

Nobody at Wayne State will EVER ask you for your password. Never send it to anyone in an email, no matter how authentic the email looks.


From: "Anwar Karim" <Anwar.Karim@MONTGOMERYCOLLEGE.EDU>
To: CIO@LISTSERV.EDUCAUSE.EDU
Sent: Thursday, November 7, 2013 8:29:17 AM
Subject: E-mail retention and storage limit

Colleagues,

 

I am requesting a quick response from you to see what institutional policy you have in place for:

 

1.       E-mail retention (Number of days)

2.       E-mail storage space for faculty/staff (MB/GB)

 

I understand there may be some philosophical positions on both. Thanks for your time.

 

Regards,

 

Anwar

 

Anwar Karim | Director of IT Infrastructure & Engineering Services

Office of Information Technology | Montgomery College | Rockville, Maryland 20850

Phone: 240-567-3212 |  Fax: 240-567-3007 | anwar.karim@montgomerycollege.edu

 

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/discuss.


********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/discuss.

Hello,  

We have also moved to Gmail.  Retention and storage space conversations are a thing in the past.

Dan




Dan Wasson
Director Systems & LAN Management
Northwestern Michigan College
231-995-1164



Several respondents to the query about email storage and retention reported that their institutions had migrated to Google- or Microsoft-hosted email services, which, effectively eliminated the concern about these issues.

The data from the 2013 Campus Computing Survey, presented at the recent EDUCAUSE conference, reveal that, in aggregate, four-fifths of institutions have (or will soon) migrate to a hosted email solution for students while a far smaller proportion (under 40 percent) have or plan to do so for faculty and administrative email accounts.  The reticence to "give away" faculty email reflects, I suspect, concerns about privacy, eDiscovery, and also, perhaps, some concerns about "command and control" over email for employees and officials.


The summary materials for the 2013 survey, including the video of my EDUCAUSE presentation, are now available on the web:


My thanks to all who participated in the 2013 Campus Computing Survey.

Casey Green
Campus Computing

=====================




On Nov 7, 2013, at 5:51 AM, James Clark <clarkj@WESTLIBERTY.EDU> wrote:

We moved to Google in 2008, the generic Google Apps for Education offering is 30 GB combined for GDrive and Gmail.  This is working very well for all the customers. 


For those that have chosen to migrate students to hosted/cloud based email solutions, do you remove/terminate their accounts when they graduate?  If so, how long after?

 

For those that include a Usage Policy clause that administrators reserve the right to review the content of users email and or files if necessary approval has been sought or if requested by law enforcement, does that process move to the Cloud Provider?  It doesn’t appear that Google Apps offer that kind of visibility to campus administrators.  Has that been an issue/concern for any of you that have chosen to move student email to a hosted solution?

 

Thanks,

Anne Wood

Interim AVP & CIO

Juniata College

Huntingdon, PA

(814)641-5310

 

 

 

From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUCAUSE.EDU] On Behalf Of Casey Green
Sent: Thursday, November 07, 2013 6:40 PM
To: CIO@LISTSERV.EDUCAUSE.EDU
Subject: Re: [CIO] E-mail retention and storage limit

 

 

Several respondents to the query about email storage and retention reported that their institutions had migrated to Google- or Microsoft-hosted email services, which, effectively eliminated the concern about these issues.

 

The data from the 2013 Campus Computing Survey, presented at the recent EDUCAUSE conference, reveal that, in aggregate, four-fifths of institutions have (or will soon) migrate to a hosted email solution for students while a far smaller proportion (under 40 percent) have or plan to do so for faculty and administrative email accounts.  The reticence to "give away" faculty email reflects, I suspect, concerns about privacy, eDiscovery, and also, perhaps, some concerns about "command and control" over email for employees and officials.

 

 

The summary materials for the 2013 survey, including the video of my EDUCAUSE presentation, are now available on the web:

 

 

My thanks to all who participated in the 2013 Campus Computing Survey.

 

Casey Green

Campus Computing

 

=====================

 

 

 

 

On Nov 7, 2013, at 5:51 AM, James Clark <clarkj@WESTLIBERTY.EDU> wrote:



We moved to Google in 2008, the generic Google Apps for Education offering is 30 GB combined for GDrive and Gmail.  This is working very well for all the customers. 

 

Thanks, Casey. It pretty much summarizes what I have seen in the responses. Thanks to all who responded as well. Regards, Anwar On Nov 7, 2013, at 6:40 PM, "Casey Green" > wrote: Several respondents to the query about email storage and retention reported that their institutions had migrated to Google- or Microsoft-hosted email services, which, effectively eliminated the concern about these issues. The data from the 2013 Campus Computing Survey, presented at the recent EDUCAUSE conference, reveal that, in aggregate, four-fifths of institutions have (or will soon) migrate to a hosted email solution for students while a far smaller proportion (under 40 percent) have or plan to do so for faculty and administrative email accounts. The reticence to "give away" faculty email reflects, I suspect, concerns about privacy, eDiscovery, and also, perhaps, some concerns about "command and control" over email for employees and officials. The summary materials for the 2013 survey, including the video of my EDUCAUSE presentation, are now available on the web: http://www.campuscomputing.net/item/2013-campus-computing-survey-0 My thanks to all who participated in the 2013 Campus Computing Survey. Casey Green Campus Computing ===================== On Nov 7, 2013, at 5:51 AM, James Clark > wrote: We moved to Google in 2008, the generic Google Apps for Education offering is 30 GB combined for GDrive and Gmail. This is working very well for all the customers.
Anne, Your Google App administrator should be able to review/access the content as necessary. Retention policy as it applies to employees should follow regardless of the location. However, it is bit trickier to implement it in Google - we applied it at an earlier institution via Postini. Regards, Anwar Anwar Karim Montgomery College Rockville, MD On Nov 7, 2013, at 7:31 PM, "Wood, Anne (wood)" > wrote: For those that have chosen to migrate students to hosted/cloud based email solutions, do you remove/terminate their accounts when they graduate? If so, how long after? For those that include a Usage Policy clause that administrators reserve the right to review the content of users email and or files if necessary approval has been sought or if requested by law enforcement, does that process move to the Cloud Provider? It doesn’t appear that Google Apps offer that kind of visibility to campus administrators. Has that been an issue/concern for any of you that have chosen to move student email to a hosted solution? Thanks, Anne Wood Interim AVP & CIO Juniata College Huntingdon, PA (814)641-5310 From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUCAUSE.EDU] On Behalf Of Casey Green Sent: Thursday, November 07, 2013 6:40 PM To: CIO@LISTSERV.EDUCAUSE.EDU Subject: Re: [CIO] E-mail retention and storage limit Several respondents to the query about email storage and retention reported that their institutions had migrated to Google- or Microsoft-hosted email services, which, effectively eliminated the concern about these issues. The data from the 2013 Campus Computing Survey, presented at the recent EDUCAUSE conference, reveal that, in aggregate, four-fifths of institutions have (or will soon) migrate to a hosted email solution for students while a far smaller proportion (under 40 percent) have or plan to do so for faculty and administrative email accounts. The reticence to "give away" faculty email reflects, I suspect, concerns about privacy, eDiscovery, and also, perhaps, some concerns about "command and control" over email for employees and officials. The summary materials for the 2013 survey, including the video of my EDUCAUSE presentation, are now available on the web: http://www.campuscomputing.net/item/2013-campus-computing-survey-0 My thanks to all who participated in the 2013 Campus Computing Survey. Casey Green Campus Computing ===================== On Nov 7, 2013, at 5:51 AM, James Clark > wrote: We moved to Google in 2008, the generic Google Apps for Education offering is 30 GB combined for GDrive and Gmail. This is working very well for all the customers.
Hi,
We terminate all student accounts 1 year after the latest date between date of admittance (never attended) or date of the last term registered.  This applies whether graduated or not graduated.

We use Google Apps for Education and we have a process by which we obtain email (or any other content in the Google environment) to meet warrant or subpoena or e-evidence requests using the Google console available to the Google app administrator.

Theresa Rowe


We're a Google Apps school, and terminate graduated student accounts at the end of the add-drop period in the next Fall semester.  Whether you graduate in December or May, you have until mid-September to migrate your mail to another account, change ownership of Docs and Sites, etc.  Students who come back to finish a class or as employees have their accounts kept open.

Cordially,
David

_________________________________________________________________________
David W. Sisk, PhD   Associate Director for Administration, Information Technology Services
Macalester College      /      1600 Grand Avenue      /       Saint Paul, Minnesota  55105-1899
http://its-notices-alerts.blogspot.com/                  Voice (651) 696-6745,  FAX (651) 696-6778


Our students have email for life, or as long as Microsoft keeps the account after a period of inactivity.  We recently moved to O365 for employees and are in the process of creating Active Directory accounts for alumni it’s required in order to federate passwords for current students.

 

With O365, we subscribe to a small number of licenses that allow us to put a legal hold on the account if needed.  Our computer usage policy states that all University provided systems and data, excluding that which is covered by Intellectual Property Policy, is the property of the University.

 

 

Thank you,

 

Michelle Dunn

CIO

Trine University

One University Avenue

Angola, IN 46703

260-665-4421

 For more information:  www.trine.edu

CONFIDENTIALITY NOTICE: This e-mail communication may contain confidential and/or privileged information. If you are not the intended recipient you are hereby notified that disclosing, retaining, copying, distributing or taking any action in reliance on the contents of this message is strictly prohibited. If you have received this communication in error, please notify us immediately by reply email and delete the original message and any attachments.

 

 

 

From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUCAUSE.EDU] On Behalf Of Wood, Anne (wood)
Sent: Thursday, November 07, 2013 7:22 PM
To: CIO@LISTSERV.EDUCAUSE.EDU
Subject: [CIO] Hosted/Cloud based email solutions for students - WAS [CIO] E-mail retention and storage limit

 

For those that have chosen to migrate students to hosted/cloud based email solutions, do you remove/terminate their accounts when they graduate?  If so, how long after?

 

For those that include a Usage Policy clause that administrators reserve the right to review the content of users email and or files if necessary approval has been sought or if requested by law enforcement, does that process move to the Cloud Provider?  It doesn’t appear that Google Apps offer that kind of visibility to campus administrators.  Has that been an issue/concern for any of you that have chosen to move student email to a hosted solution?

 

Thanks,

Anne Wood

Interim AVP & CIO

Juniata College

Huntingdon, PA

(814)641-5310

 

 

 

From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUCAUSE.EDU] On Behalf Of Casey Green
Sent: Thursday, November 07, 2013 6:40 PM
To: CIO@LISTSERV.EDUCAUSE.EDU
Subject: Re: [CIO] E-mail retention and storage limit

 

 

Several respondents to the query about email storage and retention reported that their institutions had migrated to Google- or Microsoft-hosted email services, which, effectively eliminated the concern about these issues.

 

The data from the 2013 Campus Computing Survey, presented at the recent EDUCAUSE conference, reveal that, in aggregate, four-fifths of institutions have (or will soon) migrate to a hosted email solution for students while a far smaller proportion (under 40 percent) have or plan to do so for faculty and administrative email accounts.  The reticence to "give away" faculty email reflects, I suspect, concerns about privacy, eDiscovery, and also, perhaps, some concerns about "command and control" over email for employees and officials.

 

 

The summary materials for the 2013 survey, including the video of my EDUCAUSE presentation, are now available on the web:

 

 

My thanks to all who participated in the 2013 Campus Computing Survey.

 

Casey Green

Campus Computing

 

=====================

 

 

 

 

On Nov 7, 2013, at 5:51 AM, James Clark <clarkj@WESTLIBERTY.EDU> wrote:

 

We moved to Google in 2008, the generic Google Apps for Education offering is 30 GB combined for GDrive and Gmail.  This is working very well for all the customers. 

 

We're just completing a migration of all current student, faculty, and staff accounts to Gmail and pondering the question of "email for life" for our (future) alumni.  So let me add a couple of questions to this thread:

1. If you provide Gmail (or other cloud-based) email for existing students do you let them retain those accounts (with or without an address modification, e.g., @alumni.school.edu) when they graduate?

2. If you answered 'yes' to the first question, have you added any staffing to manage and support alumni Gmail (or similar) accounts?  

Thanks,

Marty
=================================
Marty Ringle, Chief Information Officer   
Reed College, Portland, OR 97202          
503-777-7254   email:   cio@reed.edu                          
=================================





On Nov 11, 2013, at 11:48 AM, Dunn, Michelle wrote:

Our students have email for life, or as long as Microsoft keeps the account after a period of inactivity.  We recently moved to O365 for employees and are in the process of creating Active Directory accounts for alumni it’s required in order to federate passwords for current students.
 
With O365, we subscribe to a small number of licenses that allow us to put a legal hold on the account if needed.  Our computer usage policy states that all University provided systems and data, excluding that which is covered by Intellectual Property Policy, is the property of the University.
 
 
Thank you,
 
Michelle Dunn
CIO
Trine University
One University Avenue
Angola, IN 46703
260-665-4421
 For more information:  www.trine.edu
CONFIDENTIALITY NOTICE: This e-mail communication may contain confidential and/or privileged information. If you are not the intended recipient you are hereby notified that disclosing, retaining, copying, distributing or taking any action in reliance on the contents of this message is strictly prohibited. If you have received this communication in error, please notify us immediately by reply email and delete the original message and any attachments.
 
 
From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUCAUSE.EDU] On Behalf Of Wood, Anne (wood)
Sent: Thursday, November 07, 2013 7:22 PM
To: CIO@LISTSERV.EDUCAUSE.EDU
Subject: [CIO] Hosted/Cloud based email solutions for students - WAS [CIO] E-mail retention and storage limit
 
For those that have chosen to migrate students to hosted/cloud based email solutions, do you remove/terminate their accounts when they graduate?  If so, how long after?
 
For those that include a Usage Policy clause that administrators reserve the right to review the content of users email and or files if necessary approval has been sought or if requested by law enforcement, does that process move to the Cloud Provider?  It doesn’t appear that Google Apps offer that kind of visibility to campus administrators.  Has that been an issue/concern for any of you that have chosen to move student email to a hosted solution?
 
Thanks,
Anne Wood
Interim AVP & CIO
Juniata College
Huntingdon, PA
(814)641-5310
 
 
 
From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUCAUSE.EDUOn Behalf Of Casey Green
Sent: Thursday, November 07, 2013 6:40 PM
To: CIO@LISTSERV.EDUCAUSE.EDU
Subject: Re: [CIO] E-mail retention and storage limit
 
 
Several respondents to the query about email storage and retention reported that their institutions had migrated to Google- or Microsoft-hosted email services, which, effectively eliminated the concern about these issues.
 
The data from the 2013 Campus Computing Survey, presented at the recent EDUCAUSE conference, reveal that, in aggregate, four-fifths of institutions have (or will soon) migrate to a hosted email solution for students while a far smaller proportion (under 40 percent) have or plan to do so for faculty and administrative email accounts.  The reticence to "give away" faculty email reflects, I suspect, concerns about privacy, eDiscovery, and also, perhaps, some concerns about "command and control" over email for employees and officials.
 
<image001.png>
 
The summary materials for the 2013 survey, including the video of my EDUCAUSE presentation, are now available on the web:
 
 
My thanks to all who participated in the 2013 Campus Computing Survey.
 
Casey Green
Campus Computing
 
=====================
 
 
 
 
On Nov 7, 2013, at 5:51 AM, James Clark <clarkj@WESTLIBERTY.EDU> wrote:

 

We moved to Google in 2008, the generic Google Apps for Education offering is 30 GB combined for GDrive and Gmail.  This is working very well for all the customers. 

 

Yes to number 1.

and No to number 2. It has not been an impact at all.

Bill Betlej
Mary Baldwin College


Message from dthibeau@post03.curry.edu

1.       Yes, we keep accounts for alumni – if they don’t log in for a year we remove the account.

2.       No problems, two daily tasks (file run to create all new accounts), report run to reconcile with our systems

 

Dennis Thibeault

CIO, Curry College

 

From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUCAUSE.EDU] On Behalf Of Martin Ringle
Sent: Monday, November 11, 2013 4:34 PM
To: CIO@LISTSERV.EDUCAUSE.EDU
Subject: Re: [CIO] Hosted/Cloud based email solutions for students - WAS [CIO] E-mail retention and storage limit

 

We're just completing a migration of all current student, faculty, and staff accounts to Gmail and pondering the question of "email for life" for our (future) alumni.  So let me add a couple of questions to this thread:

 

1. If you provide Gmail (or other cloud-based) email for existing students do you let them retain those accounts (with or without an address modification, e.g., @alumni.school.edu) when they graduate?

 

2. If you answered 'yes' to the first question, have you added any staffing to manage and support alumni Gmail (or similar) accounts?  

 

Thanks,

 

Marty

=================================

Marty Ringle, Chief Information Officer   

Reed College, Portland, OR 97202          

503-777-7254   email:   cio@reed.edu                          

=================================

 

 



 

On Nov 11, 2013, at 11:48 AM, Dunn, Michelle wrote:



Our students have email for life, or as long as Microsoft keeps the account after a period of inactivity.  We recently moved to O365 for employees and are in the process of creating Active Directory accounts for alumni it’s required in order to federate passwords for current students.

 

With O365, we subscribe to a small number of licenses that allow us to put a legal hold on the account if needed.  Our computer usage policy states that all University provided systems and data, excluding that which is covered by Intellectual Property Policy, is the property of the University.

 

 

Thank you,

 

Michelle Dunn

CIO

Trine University

One University Avenue

Angola, IN 46703

260-665-4421

 For more information:  www.trine.edu

CONFIDENTIALITY NOTICE: This e-mail communication may contain confidential and/or privileged information. If you are not the intended recipient you are hereby notified that disclosing, retaining, copying, distributing or taking any action in reliance on the contents of this message is strictly prohibited. If you have received this communication in error, please notify us immediately by reply email and delete the original message and any attachments.

 

 

From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUCAUSE.EDUOn Behalf Of Wood, Anne (wood)
Sent: Thursday, November 07, 2013 7:22 PM
To: CIO@LISTSERV.EDUCAUSE.EDU
Subject: [CIO] Hosted/Cloud based email solutions for students - WAS [CIO] E-mail retention and storage limit

 

For those that have chosen to migrate students to hosted/cloud based email solutions, do you remove/terminate their accounts when they graduate?  If so, how long after?

 

For those that include a Usage Policy clause that administrators reserve the right to review the content of users email and or files if necessary approval has been sought or if requested by law enforcement, does that process move to the Cloud Provider?  It doesn’t appear that Google Apps offer that kind of visibility to campus administrators.  Has that been an issue/concern for any of you that have chosen to move student email to a hosted solution?

 

Thanks,

Anne Wood

Interim AVP & CIO

Juniata College

Huntingdon, PA

(814)641-5310

 

 

 

From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUCAUSE.EDUOn Behalf Of Casey Green
Sent: Thursday, November 07, 2013 6:40 PM
To: CIO@LISTSERV.EDUCAUSE.EDU
Subject: Re: [CIO] E-mail retention and storage limit

 

 

Several respondents to the query about email storage and retention reported that their institutions had migrated to Google- or Microsoft-hosted email services, which, effectively eliminated the concern about these issues.

 

The data from the 2013 Campus Computing Survey, presented at the recent EDUCAUSE conference, reveal that, in aggregate, four-fifths of institutions have (or will soon) migrate to a hosted email solution for students while a far smaller proportion (under 40 percent) have or plan to do so for faculty and administrative email accounts.  The reticence to "give away" faculty email reflects, I suspect, concerns about privacy, eDiscovery, and also, perhaps, some concerns about "command and control" over email for employees and officials.

 

<image001.png>

 

The summary materials for the 2013 survey, including the video of my EDUCAUSE presentation, are now available on the web:

 

 

My thanks to all who participated in the 2013 Campus Computing Survey.

 

Casey Green

Campus Computing

 

=====================

 

 

 

 

On Nov 7, 2013, at 5:51 AM, James Clark <clarkj@WESTLIBERTY.EDU> wrote:

 

We moved to Google in 2008, the generic Google Apps for Education offering is 30 GB combined for GDrive and Gmail.  This is working very well for all the customers. 

 

Message from jwood@cwc.edu

1.       We do not delete student accounts at all.  Alumni retain access – no alteration to account domain.

2.       No added staff – we believe we have a reduced staff load over local hosting of student accounts and thus are able to pickup the minimal staffing needed to support alumni accounts going forward.

 

John

 

John F Wood Chief Information Officer

Central Wyoming College

2660 Peck Ave, Riverton, WY  82501 

307.855.2162 (V)

888.560.1003 (F)

 

 

From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUCAUSE.EDU] On Behalf Of Martin Ringle
Sent: Monday, November 11, 2013 4:34 PM
To: CIO@LISTSERV.EDUCAUSE.EDU
Subject: Re: [CIO] Hosted/Cloud based email solutions for students - WAS [CIO] E-mail retention and storage limit

 

We're just completing a migration of all current student, faculty, and staff accounts to Gmail and pondering the question of "email for life" for our (future) alumni.  So let me add a couple of questions to this thread:

 

1. If you provide Gmail (or other cloud-based) email for existing students do you let them retain those accounts (with or without an address modification, e.g., @alumni.school.edu) when they graduate?

 

2. If you answered 'yes' to the first question, have you added any staffing to manage and support alumni Gmail (or similar) accounts?  

 

Thanks,

 

Marty

=================================

Marty Ringle, Chief Information Officer   

Reed College, Portland, OR 97202          

503-777-7254   email:   cio@reed.edu                          

=================================

 

 

 

 

On Nov 11, 2013, at 11:48 AM, Dunn, Michelle wrote:

 

Our students have email for life, or as long as Microsoft keeps the account after a period of inactivity.  We recently moved to O365 for employees and are in the process of creating Active Directory accounts for alumni it’s required in order to federate passwords for current students.

 

With O365, we subscribe to a small number of licenses that allow us to put a legal hold on the account if needed.  Our computer usage policy states that all University provided systems and data, excluding that which is covered by Intellectual Property Policy, is the property of the University.

 

 

Thank you,

 

Michelle Dunn

CIO

Trine University

One University Avenue

Angola, IN 46703

260-665-4421

 For more information:  www.trine.edu

CONFIDENTIALITY NOTICE: This e-mail communication may contain confidential and/or privileged information. If you are not the intended recipient you are hereby notified that disclosing, retaining, copying, distributing or taking any action in reliance on the contents of this message is strictly prohibited. If you have received this communication in error, please notify us immediately by reply email and delete the original message and any attachments.

 

 

From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUCAUSE.EDUOn Behalf Of Wood, Anne (wood)
Sent: Thursday, November 07, 2013 7:22 PM
To: CIO@LISTSERV.EDUCAUSE.EDU
Subject: [CIO] Hosted/Cloud based email solutions for students - WAS [CIO] E-mail retention and storage limit

 

For those that have chosen to migrate students to hosted/cloud based email solutions, do you remove/terminate their accounts when they graduate?  If so, how long after?

 

For those that include a Usage Policy clause that administrators reserve the right to review the content of users email and or files if necessary approval has been sought or if requested by law enforcement, does that process move to the Cloud Provider?  It doesn’t appear that Google Apps offer that kind of visibility to campus administrators.  Has that been an issue/concern for any of you that have chosen to move student email to a hosted solution?

 

Thanks,

Anne Wood

Interim AVP & CIO

Juniata College

Huntingdon, PA

(814)641-5310

 

 

 

From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUCAUSE.EDUOn Behalf Of Casey Green
Sent: Thursday, November 07, 2013 6:40 PM
To: CIO@LISTSERV.EDUCAUSE.EDU
Subject: Re: [CIO] E-mail retention and storage limit

 

 

Several respondents to the query about email storage and retention reported that their institutions had migrated to Google- or Microsoft-hosted email services, which, effectively eliminated the concern about these issues.

 

The data from the 2013 Campus Computing Survey, presented at the recent EDUCAUSE conference, reveal that, in aggregate, four-fifths of institutions have (or will soon) migrate to a hosted email solution for students while a far smaller proportion (under 40 percent) have or plan to do so for faculty and administrative email accounts.  The reticence to "give away" faculty email reflects, I suspect, concerns about privacy, eDiscovery, and also, perhaps, some concerns about "command and control" over email for employees and officials.

 

<image001.png>

 

The summary materials for the 2013 survey, including the video of my EDUCAUSE presentation, are now available on the web:

 

 

My thanks to all who participated in the 2013 Campus Computing Survey.

 

Casey Green

Campus Computing

 

=====================

 

 

 

 

On Nov 7, 2013, at 5:51 AM, James Clark <clarkj@WESTLIBERTY.EDU> wrote:

 

We moved to Google in 2008, the generic Google Apps for Education offering is 30 GB combined for GDrive and Gmail.  This is working very well for all the customers. 

 

Hi Marty,

Yes to #1 -- they can pick a new @alumni.augsburg.edu username.  Our Alumni department handles supporting those accounts without any additional staffing.  So far our experience has been that very few students actively use them.  There are occasional help requests with password resets.  Part of our process has been that a student can migrate their email messages over so the alumni account is a repository of all their school correspondence.

-- Scott


Marty and others,

We do not offer email accounts to students after graduation.  They can, however, arrange for a free, permanent forwarding address from our alumni office.

Once in a while we get some pushback about this policy (i.e., to not allow retention of their oberlin.edu account), but our argument about necessary and ongoing user support wins out.

John

John Bucher
Chief Technology Officer
Oberlin College
office:  440-775-6727



1.       We’ve migrated all faculty/staff, current students and alumni to O365.   We make no changes in the usernames or domains. We have roughly 40,000 accounts in the cloud.  We had been maintaining alumni accounts within our on-prem Exchange environment for maybe 15 years and rolled to O365 along with everyone else about 18 months ago.  We don’t advertise it as “email for life” – but simply state the account will persist indefinitely.

2.       We haven’t added any additional staff – and get a very low level of queries or problems from the alums.

 

Dave Tindall
Asst VP for Technology Services (CIO)
Seattle Pacific University
Computer & Information Systems
Phone: (206) 281-2239
Fax: (206) 281-2850
Email: dtindall@spu.edu
Web: www.spu.edu

SPU Mobile: mobile.spu.edu


Thanks Dave!  This is extremely helpful.

Marty

On Nov 12, 2013, at 8:57 PM, Tindall, Dave wrote:

1.       We’ve migrated all faculty/staff, current students and alumni to O365.   We make no changes in the usernames or domains. We have roughly 40,000 accounts in the cloud.  We had been maintaining alumni accounts within our on-prem Exchange environment for maybe 15 years and rolled to O365 along with everyone else about 18 months ago.  We don’t advertise it as “email for life” – but simply state the account will persist indefinitely.
2.       We haven’t added any additional staff – and get a very low level of queries or problems from the alums.
 
Dave Tindall
Asst VP for Technology Services (CIO)
Seattle Pacific University
Computer & Information Systems
Phone: (206) 281-2239
Fax: (206) 281-2850
Email: dtindall@spu.edu
Web: www.spu.edu
SPU Mobile: mobile.spu.edu

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