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Update from July 2009 Technical Coordinators Meeting on Email Services and Policy Changes

This document summarizes key discussions from the Technical Coordinators meeting held on July 9, 2009, led by Steve Siirila and Jeff Williams. It covers recent outages, ongoing email server upgrades, and proposed policy changes aimed at improving email performance at the University of Minnesota. Improvements include new autofiling policies, size limits for email messages, and modifications to outgoing email limits to combat spam. The meeting also noted continued work on enhancing storage solutions and the migration to a more efficient filesystem.

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Update from July 2009 Technical Coordinators Meeting on Email Services and Policy Changes

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  1. E-mail Technical Coordinators Meeting Steve Siirila Jeff Williams July 9, 2009

  2. Outages • 5/20 ~1 hour • Power outage at 1 of 3 locations • 5/24 ~1.5 hours • Switch maint. at 2 of 3 locations • 6/7 ~1.5 hours • Switch maint. at 1 of 3 locations • No impact on ability to send messages • No outages since 6/7

  3. E-mail Server Upgrades • Continuing to migrate IMAP/POP servers from UFS to ZFS filesystem • Ability to utilize snapshots • ZFS mirroring between sites • SAN storage reconfiguration • Balancing storage space evenly

  4. Proposed Policy Changes • Autofile Sent Mail Monthly • Like INBOX, into folders in AutoFiled:2001.sent, 2002.sent, etc • Frees up space on fastest storage • More efficient incremental backups • Trash policy - 30 day limit • Save on space and backups • Consistent with Google Mail policy

  5. Proposed Policy Changes • Message size limit - 25MB vs 100MB • Same as Google Mail policy • Encourages use of NetFiles / Google Docs • Improves performance • Autofiling Policies - 60 days vs 90 • Save space on fastest storage • Improves performance

  6. Proposed Policy Changes • Outbound limit - 500-2000/day • Thwart phishers spamming from UMN • Reduce our chances of getting blocked • Increase performance for good mail • Mail checking limit - 500 times/day • Once per 10min = 144, 5min = 288, 3min = 480 times • Increase performance for well-behaved

  7. Proposed Policy Changes • New policies would be enacted soon • Same policies as Google Mail will reduce confusion • Update on decisions at next meeting

  8. Google Apps for the University of Minnesota • Opt-in available during Fall 2009 • Web Site http://oit.umn.edu/google-initiative/ • Direct questions to gpilot@umn.edu

  9. Bits ‘n’ Bytes • Google Wave demo next month?

  10. Jeff Williams jtw@umn.edu 612-625-9227 Steve Siirila sfs@umn.edu 612-626-0244 Internet Services isgroup@umn.edu ‘Till next month…

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