Email and Voicemail Storage Policies

Email Storage

Email is a tool for business purposes. Users have a responsibility to use this resource in an efficient, effective, ethical and lawful manner. In general, email communications should follow the same standards expected in written business communications and public meetings. 

It is the intention of the College to have on file email addresses for all full-time faculty, administrators, adjuncts, and students. Email accounts are also provided for staff whose job responsibilities include regular computer access. Generally, email accounts are closed when employment ends or when the student is no longer enrolled. However, the College may choose to extend email privileges to adjuncts and students during periods of stop-out. Further, upon request, the College will keep active email accounts for Professors Emeriti and retired full-time faculty.

All students enrolled in credit courses are required to have a valid email address on file in Colleague. Students may enter a preferred email address in Colleague using WebAdvisor. Students who do not have an email address on file in Colleague may be assigned an email address with a BCC domain. Students may also request a BCC email address through the College’s Web site. The College will not maintain more than one email address for any student.

In the case of full-time employees, addresses using the Bergen domain will be assigned. The College will use these addresses in all email communication with full-time employees. Full-time employees are expected to check their email daily during their work weeks.

For adjuncts, the College will supply an address with a Bergen domain, if requested or if no email address is available in Colleague. These addresses may be requested by contacting the BCC Help Desk. Adjuncts must supply appropriate College identification to receive an account. Alternatively, adjuncts may use WebAdvisor to supply a preferred (non-BCC domain) address. If so, the College will use this address for all email communications. Adjunct faculty are expected to check email at least once a week. The College will not maintain more than one email address for any faculty member.

Email accounts under the Bergen.edu namespace are limited to a maximum storage capacity of 100MB of server storage.  BCC Desktop computers are configured with Microsoft Outlook to allow for access and maintenance of a BCC email account and messages.  Microsoft Outlook should be configured to “Auto-archive” messages older than 6 months, helping to minimize each user’s email management responsibilities by reducing the size of the mailbox storage on the server and storing excess data on the local machine.  For more information on configuring and customizing auto-archiving in Microsoft Outlook 2003, visit the OIT Web site.

To protect the college’s ability to efficiently handle email storage and delivery, the following policies are set in place on our email server platforms:

·        Upon reaching a storage capacity of 100 MB, users will receive a daily email alert notifying them that the storage limit has been reached and directing the user to the appropriate Web site for assistance with managing email storage.

·        Upon reaching a storage size of 200 MB, users will be unable to send email messages from the account until mailbox size is reduced.

·        Upon reaching a storage size of 500 MB, the mailbox will lose the ability to send or receive email until mailbox size is reduced.  This step is necessary to protect our mail servers from failure