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Email Standard

Medium

Purpose

  1. To utilize feature-rich functionality beyond basic industry standards and achieve 100% integration and interoperability throughout the enterprise.
  2. To create systems of nominal complexity so that support and administrative efforts can be minimized, training can be leveraged, and job duties can be refocused to reduce redundancy.
  3. To allow for rapid deployment of new technology and position the enterprise to react quickly to emerging opportunities, problems, and threats.
  4. To simplify the end-user's experience.
  5. To utilize a single directory for authentication, access control, directory lookups, and distribution lists.
  6. To project a consistent view of state government to the public.
  7. To avoid duplication of system resources and leverage enterprise licensing.

Standard

  1. All Email functionality will be provided using enterprise solutions specified in Appendix A.
  2. All agencies shall use and publish a single, enterprise-wide email domain of "@nd.gov".
  3. All agencies shall maintain a generic agency email address (an "Info" account).
  4. All agencies shall maintain an email distribution group that contains all email users within their agency, and that group shall be configured to accept messages from a group of "Authorized Senders To All."
  5. User-IDs and email addresses shall be named in accordance with the EA Security Architecture "Access Control" standard.
  6. All email from the public must pass through enterprise email gateways.

Definition

Email (electronic mail) - A means of transmitting computer-based messages over a network, typically the Internet. Today's email programs are often bundled with other tools designed to improve collaboration, such as calendars, contact lists, and task lists.

Policy

A standardized set of technologies will be used across the enterprise for Email functionality.

Scope

This standard applies to all executive branch state agencies including the University Systems Office but excluding other higher education institutions, i.e. campuses and agricultural and research centers.

Statement of Commitment

North Dakota's CIO/CTO directs that IT Policy be created to establish statewide information technology policies and standards as defined within ND Century Code (Chapter 54-59-09).

Non-Compliance

Non-compliance with this standard shall be reported to the Office of the State Auditor.

APPENDIX A

Email System Components

Email

  • Microsoft Exchange
  • POP3/SMTP service
Revision Number: 3
Revision Date: 2018-10-10
Effective Date: 2013-08-13
Last Reviewed: 2020-03-11
Number: POL0020033