Office of Information Services

Policies & Procedures

E-mail Practices for University of Maryland School of Medicine

SOM will no longer forward SOM e-mail accounts. We will provide one listing per person in the global address list. Because of the problems we have been experiencing, we will no longer offer multiple listings in the School of Medicine global address list or forward your SOM mail account to another e-mail address. Each person will need to decide if they would like a School of Medicine mailbox or have one of their external e-mail accounts listed (i.e. campus mail, AOL, Hotmail, etc.) We will no longer forward a School of Medicine mailbox to another account. People wanting to access multiple accounts may access their School of Medicine e-mail via the web or use a client that will support that function, like Outlook 2000 or Outlook Express. We can provide you with the settings to retrieve your School of Medicine e-mail, but you will need to contact the e-mail administrator of any other account to get the settings for that system.
The standard size for a School of Medicine mailbox is 200 MB. After 200 MB, you will not be able to send mail. Since this is currently the policy in place and will not change, we continue to ask that you clean out your mailbox and all of its subfolders on a regular basis, especially the Sent and Deleted Items folders. Remembering to empty your deleted items folder, saving your attachments on your hard drive or in your network folder and archiving old mail items that you may need later are excellent ways to prevent reaching the mailbox limit. Feel free to contact the helpdesk at 6-3998 for instructions on archiving your mailbox.

In the event you need additional space temporarily, send a written request to the helpdesk, signed by your manager. The request should include how much additional space is needed and for how long. Requests for additional space are not guaranteed and will depend on the amount of space available on the server.
We will no longer forward e-mail for terminated employees. Email is legally the property of the School of Medicine, all employees will be responsible for cleaning out any personal e-mail items from your mailbox folders. Any business related e-mail should be backed up or archived for the appropriate person before the mailbox is eliminated.
Custom Recipient addresses (external e-mail addresses) that are returned as Undeliverable will generate a notification to the Department Administrator. After 7 days with no success or response, that custom recipient address will be deleted from the Global Address List.
When requesting new network and e-mail accounts, call the Helpdesk (6-3998) and please be prepared to provide:

Correct spelling of the full first and last names. Middle initial if possible, especially if the employee’s name will generate a common login name - no duplicates are allowed in e-mail (ex. Sharon Smith may require a middle initial because her logon name will be ssmith).
Physical location of the new user. Building name and address and floor. Room number if possible.
User’s department. The department the user will be working in, ex: Policy & Planning, OSR, etc.
Valid e-mail address if the user will be using an e-mail address other than a School of Medicine address.
Contact telephone. Please provide us with a telephone number that we can use to contact the user if necessary. If the person’s extension is not known at the time of the request, then a phone number of someone that can locate the user if necessary.
Employee Status. In order to keep the appropriate mailing lists updated properly, we will need to know if an employee’s status is Staff or Faculty. This information will not appear in the Global Address List for general viewing. It will be used for the e-mail administrator only.

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