Out with the old, in with the new

New e-mail policies to take effect Jan. 1

As first communicated in July, UPMC is in the process of revising its policies on the use of e-mail and personal network drives in order to more efficiently manage electronic records and files while reducing the rate of electronic storage growth. As a result, new controls — which include inbox and personal folder quotas, automated file management processes, and size limitations on e-mail attachments — will be implemented over several stages in accordance with a detailed implementation plan developed by senior leadership. This plan ensures that UPMC continues to comply with existing litigation holds, applicable court orders, and regulatory investigation.

Below is a summary of the rollout:

Start date: The plan is to initiate the new policies on Thursday, Jan. 1, 2009.
Inbox and personal folder quotas: UPMC employees will be allotted at least 100 MB of space for their inboxes and 500 MB for their personal drives — sizes that in many cases are larger than what employees are granted now.
Automated file management process: In the new year, staff will be required to manage the amount of e-mail and electronic documents they store in their Outlook e-mail accounts and on their individual network drives. Employee management of inboxes will be imperative because beginning Thursday, Jan. 1, all files stored in one’s e-mail inbox that are more than six months old will no longer be retained*. It will be the responsibility of each staff member to archive any necessary or legally required documents prior to Thursday, Jan. 1. From that point on, a six-month age limit on electronic files stored in one’s inbox will be implemented.
E-mail attachment limits: Effective Thursday, Jan. 1, a systemwide attachment limit will be put into effect limiting the size of e-mail attachments to 15 MB — a size equal to or larger than the e-mail attachment limit in effect at many comparable organizations.

To ensure the success of this initiative, a stringent exception process has been developed. For more information, contact your manager.

* Exceptions will be made for those employees determined by legal counsel to be most likely to generate or receive e-mails and other documents that are covered by existing litigation holds, applicable court orders, or regulatory investigation.

Access quick tips on managing e-files, review document retention requirements, and learn how to best utilize and maintain your Outlook e-mail account on the Electronic Records Management site on Infonet.

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