Skip Maine state header navigation

Agencies | Online Services | Help

State Logo

Maine State Government

Dept. of Administrative & Financial Services

Office of Information Technology

 

 

Standard on Email Global Address List Management

 

I. Statement

 

Through this standard the Office of Information Technology (OIT) will manage the State’s Enterprise Messaging System’s Global Address List (GAL).

II. Purpose

A. The purpose of this standard is to ensure that approved methods and procedures are followed in managing mailbox address/contact information and global distribution lists.

B. Additionally, OIT must comply with the Freedom of Access Act[1], Public Law Chapter 583- An Act to Amend the Notice of Risk to Personal Data Act[2] and the Office of Information Technology Policy on Access to Data and Information on State Owned Computer Devices. 

III. Applicability

A. This standard is intended to manage the requests for

1. Creating and managing State email addresses,

2. Creating and managing global distribution lists (GDLs),

3. Managing access to public information contained in the GAL properties.

B. This standard is intended to manage requests by

1. Executive Branch and semi-autonomous State agencies,

2. Agencies from other Maine State government branches using the wide area network,

3. Vendors approved by the Enterprise Applications Manager.

IV. Responsibilities

 

A. The Enterprise Applications Manager will manage the process for approving the creation and management of all messaging accounts.

 

B. OIT’s Enterprise Messaging System staff will implement the management of the standards and procedures for global email address list management.

C. Agency Information Technology Directors (AITDs) will approve all requests for the creation of GDLs and Resource Accounts, and will communicate any special needs to the OIT Enterprise Applications Manager.

D. Governmental entities using the State’s wide area network, but not participating in the Enterprise Messaging System may be granted real-time access to the GAL by the Enterprise Applications Manager.

 

E. Enterprise Messaging System users may create Personal Distribution Lists (PDLs) from the Contacts section of Outlook.  They may contain non-state email addresses, and are maintained and deleted by their creators.

V. Guidelines and Procedures

A. Global Address List – The GAL is established by OIT’s Enterprise Messaging System staff to provide contact and email information to users and has the following characteristics.

1. Resource Accounts, which are accounts that are not real user’s names, i.e. mailboxes used for conference rooms, aliases on web pages, and shared calendars must use a firstname.lastname naming convention.  Examples of resource accounts are as follows:

a. Conference rooms must have a last name that references the department and/or building that it is set up for:  ConfRm1.MaineDOT.
b. Aliases for web pages must have a last name the references the department it is set up for:  Webmaster.MaineDOT.
c. Mailboxes used as shared calendars must have a last name that references the department it is set up for:  Region1.MaineDOT.
d. Resource accounts that do not follow this naming convention, due to their pre-existence to this standard, are grandfathered provided that the current name can be related to the agency associated.

 

2.  New user accounts must be entered into Active Directory using the same name that is used for payroll. Active Directory (AD) aliases (the name that shows up in the GAL from the AD account) must remain the same as the AD account name.  The use of nicknames is prohibited for the account name; however, a nickname may be used as an alias in addition to the real name.

 

Example: Nickname: Scotty, AD Name: Maxamillian.Scott.Desjardins;

GAL Alias: Desjardins, Maxamillian S (Scotty)

3. Access - Public information in the GAL will be made available upon written request, and approval by the Office of the Chief Information Officer in compliance with the Freedom of Access Act[3], Public Law Chapter 583- An Act to Amend the Notice of Risk to Personal Data Act[4] and the Office of Information Technology Policy on Access to Data and Information on State Owned Computer Devices. OIT will approve the format of exported data and a charge will be associated with this function that is based on the cost to reproduce the information.

B. GDLs are established by OIT’s Enterprise Messaging System staff upon

1. Approval by the AITD and

2. Receipt of a work order generated by the Customer Support Center (CSC). 

C. The GDL’s names will be assigned in compliance with the following conventions and will appear in bold face in the GAL as established by the Enterprise Applications Manager:

1. DHHS-221 State

2. ATT_Criminal_Div (ATT is the three character identifier for the Attorney General’s Office)

3. Audit

a. GDLs will only contain contact information for firstname.lastname@maine.gov accounts (no non-state email addresses will be included).
b. A role based owner must be assigned to maintain the list at the time the GDL is created.
c. Descriptions of the use of the GDL, creation date and requestor’s name must be documented in the Notes field of the list’s AD entry.

D. The Enterprise Applications Manager will:

1. Work with the CSC to develop forms to collect the needed information to manage the enterprise messaging system,

2. Oversee the creation of GALs, GDLs and Resource Accounts to ensure they comply with this standard,

3. Annually, or upon request, provide lists of current GDLs to AITD’s for their review in order to ensure the GDLs are still active.  

4. Bring issues relative to the efficient management of the messaging system to the attention of the Core Technologies management for resolution.

5. Provide rates and fees associated with this standard for publication.

 

VI. Definitions

 

1.      Applications Services Manager is a managerial level employee of the Office of Information Technology who reports to the Core Technologies Officer.

 

2.      CSV - The comma-separated values (CSV) file format is a file type that stores tabular data. Because this format dates back to the days of mainframe computing, CSV files are common on all computer platforms.

 

3.      Email Address – For the purpose of this standard, email address is defined to include individuals’ user accounts (firstname.lastname@maine.gov), as well as resource accounts used to identify conference rooms, aliases on web pages (e.g.webmaster@maine.gov), shared-access calendars etc.

 

4.      Global Address List – The GAL is a directory service within the Microsoft Exchange email system, which contains information for all email users, distribution groups, and Exchange resources.

 

5.      Global Distribution Lists – GDLs are a list of @maine.gov user accounts, created by OIT, which may be viewed and used by all users of the State’s Enterprise Messaging System.

 

 

6.      Personal Distribution Lists – PDL lists any number of user accounts, including email address from outside State government, created by individual Enterprise Messaging System users.  Only the owner of personal distribution lists can create, manage and use them.

 

7.      Resource Accounts – Mailboxes used for conference rooms, aliases on web pages, and shared calendars, not a person.

 

8.      Semi-autonomous State Agency – An agency created by an act of the Legislative Branch that is not a part of the Executive Branch.  This term does not include the Legislative Branch, Judicial Branch, or the Constitutional Officers: Office of the Attorney General, Office of the Secretary of State, Office of the State Treasurer and Audit Department.

VII. References

A. Enterprise Technology Services Procedures on Email Global Address List Management

 

VIII. Document Information

 

1.      Document Reference Number: 12

 

2.      Category: Internet, Network and Transport – includes network, telecommunications and electronic mail

 

3.      Adoption Date: 8/31/07

 

4.      Effective Date: 8/31/07

 

5.      Review Date: 8/31/09

 

6.      Point of Contact:  Greg McNeal, Director, Enterprise Technology Services, Office of Information Technology 207-624-9471

 

7.      Approved By:  Richard B. Thompson, Chief Information Officer

 

8.      Position Title(s) or Agency Responsible for Enforcement:  Sandra P. Saunders, OIT Enterprise Applications Manager, 207-624-9419

 

9.      Legal Citation: Title 5, Maine Revised Statutes, Chapter 163 §1973, Section 1, Paragraph B authorizes the CIO to “set policies and standards for the implementation and use of information and telecommunications technologies

 

10.  Waiver Process: The CIO or his/her designee may authorize an exception on a case-by-case basis.

Apply for a waiver as follows:

Address an email to Richard B. Thompson and include as a CC: the Associate Chief Information Officer or the agency Agency Information Technology Officer. If you require assistance with determining the correct person, contact the CIO’s office at 624-8800.

Include the following in the email:

Document a compelling technical or business case that identifies the specific action and how it warrants exemption.

Include any supporting documentation you may have.

 

When a decision has been reached in granting or denying the waiver, the CIO will respond to the submitter, the AITD, and the following three designated people whose names are located on the policy/standard for which the waiver is being sought: Point of Contact, Approved By and Position Title(s) or Agency Responsible for Enforcement.

 



[1] http://janus.state.me.us/legis/statutes/1/title1sec408.html

[2] http://janus.state.me.us/legis/ros/lom/LOM122nd/15Pub551-600/Pub551-600-32.htm#P1323_256148

[3] http://janus.state.me.us/legis/statutes/1/title1sec408.html

[4] http://janus.state.me.us/legis/ros/lom/LOM122nd/15Pub551-600/Pub551-600-32.htm#P1323_256148