and Network Management Presented by: Information Technology

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

Retention and Storage IV. PROCEDURES A. Retention and Storage 1. All items older than thirty (30) days will automatically be deleted from the system. 1. All items older than thirty (30) days will automatically be deleted from the system. If a message is deemed relevant beyond the thirty (30) day retention period, it should be transferred by the user from the 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

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

Solutions…  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.

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

If it’s a Long-Term Project… (more than 30 days)  If an 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 related to your department’s Budget would be put into a folder on the Network labeled “FY Budget”.

Organizing How do I organize my ?

10 MB Every Day  By current estimates, the average corporate account sends and receives about 10 MB of data per day. As volume and attachment sizes continue to grow, this number will continue to increase, placing an even greater burden on corporate storage requirements. Since corporate 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.

Organizing When you receive an , 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 .

Select the

What Is This? Where Does it Belong?

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

Keep It  Move to folder within – Create a folder – Move to the created folder

Create a Folder

Move to Folder Right Click Here

Move to Folder

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

Repeat  Repeat these steps for each or groups of as needed.

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

Select the

Copy

Select the appropriate folder

Paste in folder

Move to Second Folder Right Click Here

Move to Second Folder

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

Select the

File – Save As

Go to appropriate folder on the Network

Save in Folder

The Default and recommended file type is HTML

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

Repeat  Repeat these steps for each as needed.

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 s, follow best practices and save them to an organized network folder.

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.

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

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

Create a Data File

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

Create a Data File

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

Other tips Clean Up Your Mailbox!  Each person has been granted 100 MB of 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!

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”

Mailbox clean up

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

Mailbox clean up Find Large s

Find Large s!

“Mailbox is Full” Message  Sample Help Desk Call: “Um, I tried to send an , 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 s. What do I do?” “Um, I tried to send an , 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 s. What do I do?”

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

Mailbox clean up Empty Deleted Items

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.

Reminders  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

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