GROUPWISE

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GROUPWISE

• Disk Quota Plan
• 2007

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Why do we needan email quota system?

• Email storage is growing at a rate of almost 100
  per year
  
• To control the cost of email retention
• Cost of email storage has increased by more than
  600 since 2003
  
• To free space on the email servers
• To manage our email more efficiently

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The FACTS

• Each user will have a quota of 2 GB or 10
  greater than current usage, whichever is greater,
  up to a maximum of 4 GB.
  
• Email will be archived to your H drive. Your
  H drive has a limit of 2 GB so you can easily
  fill your H drive with archived mail if you
  dont clean out your email folders.

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What happens when I get close to my limit?

• A popup warning window will appear when you reach
  90 of your quota both on your desktop computer
  and in Web Access.

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How do I find my quota or how much of the quota I
have used?

• From within GroupWise, Click TOOLS CHECK MAILBOX
  SIZE

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How much has been used
Your quota
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What happens when I go over my quota?

• When your quota is exceeded, you will not be
  allowed to send emails. However, you will
  continue to be able to receive emails!

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What is included in my quota?

• Everything in your email folders except archived
  items is included in your quota
  
• Inbox, Sent Items, File Cabinet, Trash, Drafts,
  etc.
  
• You do not free up email space when you put email
  in the trash. You must empty your trash to free
  space. Email is automatically removed from the
  trash when it is over 30 days old.

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What is the easiest way to clean up my email?
From within GroupWise, click TOOLSCHECK MAILBOX
SIZE. An email listing showing email sorted by
size will assist in freeing up space by allowing
you to remove your largest emails.
When you highlight an email, you may choose to
archive or delete it using the buttons on the
right.
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What if Im using the GroupWise Web Access
software?

• The Web Access software will also warn you when
  you reach 90 of your quota. It also displays
  the percent of used email space in the upper
  right hand corner. You cant archive or use the
  Check Mailbox Size feature in Web Access.

of used email space
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How can I get my quota size increased?

• Your department head must request the increase
  via an email to the Help Desk (fixx_at_cityofws.org.)
  
  

How do I know what email is safe to delete?
Contact your department head to determine the
legal retention requirements of email
correspondence for your department or check the
retention schedules at http//www.ah.dcr.state.nc
.us/records/local/municipalschedulefinal.pdf
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What happens to my quota when I archive my email?

• Your mailbox size will be reduced archived
  email is not considered part of your email
  quota.
  
• However, it does count as part of your file
  server quota remember you only have 2 GB of
  storage on your H drive.

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Can I archive email to my C drive?

• The C drive is not backed-up and must not be
  used for storing any email or any other file that
  must be retained for some period of time.
  

Can I move my old email to DVD?
Yes, by sending a request to the Customer Service
Center (CSC) Help Desk at 748-FIXX or
fixx_at_cityofws.org. Please provide a blank DVD-R
disk.
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Why is it that when I try to archive my email I
exceed my file system quota on myH drive?

• You will need to clean up/delete some of the
  files on your H drive because you only have 2GB
  of file server storage space.

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What will happen to my currently archived email
if it is not located in the expected location on
the H drive?

• You MUST move the GroupWise archive folders to
  the H drive before quotas are implemented.
  
• They must be in the expected naming format
  H\archive.

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How do I find my archive folder?
From within GroupWise, click on TOOLSOPTIONS
Double-click on ENVIRONMENT
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Click on the FILE LOCATION tab. Look in the
Archive Directory box, and you will see the
location of your archive.
If your archive is already set to H, then you
do not need to do anything. If it is set to any
other location, contact CSC for information on
how to move your archives to the H drive.
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How can I find out which post office box Im in?

• From within GroupWise, click HELPABOUT
  GROUPWISE
  

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Your post office box number LSP 4
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When does the plan go into effect?

• Week of 1/22/07 Post Office Box 2
• Week of 1/29/07 Post Office Box 3
• Week of 2/05/07 Post Office Box 1
• Week of 2/12/07 Police
• Week of 2/19/07 Fire
• Week of 2/27/07 LJVM DC Fair

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Possible Problems

• Duplicate emails may occur
• Confusion over where archives are located and how
  to access previous archives

Process
The Help Desk will implement quotas
alphabetically by user name within each post
office box. The Help Desk will notify each user
to log off GroupWise so they can set the quota
and to log back on when they have finished.
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Post Office Information Meetings

• Post Office Box 2 Thurs. Jan. 25, 200 330
  p.m.
  
• Post Office Box 3 Thurs. Feb. 1, 200 330
  p.m.
  
• Post Office Box 1 Fri. Feb. 9, 930 1100
  a.m.
  
• Police Wed. Feb. 14, 200 330 p.m.
• Fire Thurs. Feb. 22, 930 1100 a.m.
• LJVM DC Fair Wed. Feb. 28, 200 330 p.m.
• Wrap-Up Q A Wed. March 7, 930 1100 a.m.

All meetings are open to those individuals in the
respective post office boxes. All meetings will
be held in the 5th floor Public Meeting Room in
the Stuart Building.