The state is providing consolidated email services for agencies under the authority of OTS. This service includes the support of all standard email services including basic messaging, address book, mobile access and scheduling of personnel and resources within and among departments. The consolidated mail service will take all reasonable means to protect the security of the mail system and its customers. This will include, but is not limited to, running anti-SPAM/anti-virus software on the servers and requiring positive authentication to the mail services. Conversion and on-going operational costs are funded through a full cost-recovery line of service, and the rates for services are reviewed annually. Agencies are billed monthly for use of the consolidated email services.
Statewide Email is currently running Exchange 2010. Basic email account details:
- Mailbox: $4 per mailbox based on allotted 4 GB of storage for every mailbox (e.g., an agency with 50 mailboxes will be allotted 200 GB).
- Excess Storage: $1 per GB of Excess Storage when an agency's total email storage exceeds the total allotted storage.
- Disabled Mailbox (optional): An agency may elect to retain former employees' mailboxes for the required retention period at the rate of $2 per disabled mailbox; disabled mailboxes cannot send or receive emails.
- Encryption: An agency may elect to add encryption service to a mailbox at the rate $1 per mailbox for data loss prevention purposes.
- Unlimited* quotas on mailboxes (*Prohibit Send/Receive quota is set to 200 gb, but can be removed on a per mailbox basis)
- State of Louisiana Address (i.e., email@example.com)
- Allowed to keep existing email address for the FQDN is registered with LaNet
- Max Send/Receive: The maximum send/receive size is 30 MB per message.
- Outlook rich MAPI client for Outlook 2007 and above
- Outlook Web App
- Outlook Anywhere (RPC over HTTP)
- Mobile Devices using Activesync or Blackberry Enterprise Server
- Manage user accounts, external contacts and distribution groups via web interface
- SMTP Relay for applications
- LEO: Online leave processing through Louisiana Employees Online)
- Listserv: Mailing list management system)
- Microsoft Lync (i.e., instant messaging)
- Level 2 and 3 support 24 x 7 x 365
- Migration of existing email data to the statewide email system
- Global Address List: Single, global email directory for state employees and resources as well as agency-level address lists
- Calendaring and scheduling within and among departments
Special Charges: Request for additional services outside the scope of core services may be billed at a standard rate of $50 per hour
- Departments will be responsible for its own desktop anti-virus support.
- Statewide Email will maintain current virus and SPAM definition files and filtering rules on the messaging servers to provide protection against external as well as internal attacks.
- The internet mail gateway is currently configured to block a list of incoming attachment extensions that poses a risk to resources on the network. OTS reserves the right to apply filters on certain types of files if the tile type poses a risk.
- Access to each mailbox requires a valid user ID and password. In many cases a domain trust can be configured between Statewide Email's domain and the department's domain. This will allow single sign-on and department managed password policies. Departments that choose the no trust option are subject to the Statewide Email password policy (i.e., maximum age of 90 days, History: 24, Minimum age: 24 hours).
- Passwords set to force reset at next logon do not require the minimum age, Complexity: 3 out of 4 of the following characters: uppercase, lowercase, numbers or symbols.
- Third-party messaging applications (e.g., Gmail, Yahoo!, Microsoft Hotmail) products are a security risk. It is strongly suggested that departments create policies that discourage the use of third-party messaging applications.
- 99.9% availability
- 24 x 7 x 365 support
- Disaster Recovery (i.e., real-time data replication to an off-site data center)
- Exchange 2010: Database Availability Group with replication
- Anti-Virus, Anti-Spam and Content Filtering (local and gateway)
Scheduled Maintenance refers to any maintenance on the messaging network to which customers' network is connected 1) of which the customer is notified 48 hours in advance, or 2) that is performed during a standard maintenance window on Sundays from 6 p.m. to midnight. Notice of Scheduled Maintenance will be provided to customers via email message.
Exchange 2010 Database Availability Groups (i.e., a continuous replication to an offsite location).
- Provide desktop support and level one service desk for the department personnel through departmental staff or contract.
- Train employees on effective use of the mail client software
- Install, run and maintain current versions of anti-virus software and virus definitions for all clients that will connect to the e-mail servers
- Budget appropriate funds to cover costs of e-mail subscriptions for the department
- Local department administration will be provided the means to add, delete and manage customers within their department