Last modified on:Wednesday, October 12, 2011 2:36 PM

Basic E-Mail

Description

Basic E-Mail through MDaemon/World Client is a simple, low-cost, basic functionality e-mail communication service. Features include:

• Secure transmission of e-mail among users of Basic E-Mail (MDaemon/World Client) and Business Class E-Mail (Lotus Notes) in the State of Nebraska system;
• Ability to send and receive attachments up 10 Mb;
• Automatic backup of e-mail for disaster recovery;
• Blocking of viruses and spam;
• Common directory of e-mail addresses of all Basic E-Mail and Business Class Users;
• Seamless access through a Web browser;
• Spell check;
• Basic Calendaring;
• Address book;
• 200 MB storage (Additional storage may be purchased.);
• User options including changing passwords, customizing with themes, and more;
• Mail management options including blacklisting, whitelisting, etc.;
• Automatic log off after idle time.

Office of the CIO offers assistance with setting up new Basic E-Mail accounts, name changes, password changes, resolving mail problems, and training.

Business Value

The Basic E-mail package allows customers to focus on their core mission instead of building and maintaining a system solely for basic e-mail service. Secure transmission of e-mail ensures confidentiality. Gateway-based blocking of viruses reduces downtime due to virus infestations.

By consolidating e-mail systems to the Basic E-Mail and Business Class E-Mail packages, the State of Nebraska is reducing support costs and ensuring secure communications.

Basic E-Mail vs. Business Class E-Mail

Within an agency, some employees may need only Basic E-Mail but others will need the additional functionality of Business Class E-Mail.

You can have both. Simply identify which employees should be setup with Business Class (Lotus Notes) and which should be setup with Basic E-Mail when you submit a request. You should be aware, however, that Basic E-Mail users and Business Class E-Mail users will have different domain names in the e-mail addresses. A comparison (PDF 175k) of Basic E-Mail vs. Business Class E-Mail is available.

Customer Profile

State agencies, boards, and commissions; political subdivisions (e.g., cities, counties, community colleges and school districts); and federal agencies whose needs are best met with a light e-mail system

Service Cost

One of the nicest advantages of Basic E-Mail is the minimal cost.
To have a Basic Mail E-mail account, you will be billed at the monthly rate per user. Bills are processed when the amount due reaches $20 or at the end of the fiscal year. The monthly fee includes:

• IT Help Desk support
• Daemon License Fees
• Backups

If you need more than the standard storage there is an additional fee for additional storage.

CIO Services Catalog (pdf)
Section: E-mail, Efax and Collaboration Services

Major Cost Drivers/Cost-Saving Tips

Size of Mail Files – Larger files take up more disk space which increases customer costs. Very large mail files are more prone to corruption thus increasing need for assistance and loss of productivity to the customer. Larger mail files have slower response time and cause lag time for the customer. Detach and save attachments to reduce the amount of e-mail storage needed.

Mail File Maintenance - Customers should always delete unneeded mail as soon as possible while still adhering to a retention policy. Less mail, less disk space, less cost.

Assistance - Basic E-Mail has a Help button on each screen to provide assistance via search, help index, or the table of contents for information on your topic of choice.

If you encounter any problems or have further questions we suggest you:

• Contact your agency IT support staff.
• Create a Help Desk ticket, call or e-mail the Help Desk.

How to Order Service

The Office of the CIO Help Desk may be reached at 1-800-982-2468 or 471-4636 or 471-INFO or by e-mailing GWI.Support@nebraska.gov. 

Responsibilities for Service Delivery

Customer Responsibilities

• Provide a computer that can connect to the Internet.
• Provide an Internet browser installed on the computer (such as Internet Explorer, Netscape or Firefox).
• Ensure a smooth migration by completing the tasks listed in the Basic E-Mail Migration Check List.
• E-Mail Check List

• Set up user accounts.
• Provide User ID and password.
• Provide spam and virus blocking.
• Provide user support during normal business hours.
• Communicate upgrades, maintenance or other disruptions in service.
• Ensure a smooth migration by completing the tasks listed in the Basic E-Mail Migration Check List.

Service Goals

Availability

• Basic E-Mail is normally available 24 hours per day 7 days a week. However, there is not redundant failover service with basic e-mail so users may notice service interruptions. Occasional scheduled downtimes are needed for system maintenance.

Virus Protection

• All attachments to e-mails received using MDaemon/World Client are checked.
• Viruses are addressed immediately with updates and available methods.
• Office of the CIO IT Services sends out security notices to customers including virus notifications.

Customer Prerequisites for Quality Service

The quality of service is dependent upon several factors which the customer influence/control:

• High speed Internet connection provides faster service than a dedicated 56K line or dial-up connection.

Support

We encourage agencies to have an agency contact who can serve as an onsite liaison for their office. The liaison would assist agency users to discern problems and report them to the Office of the CIO Help Desk. The Help Desk staff may recommend solutions to common, easily-solved issues. They will escalate calls to the appropriate team if not resolved by a common solution.

The Basic Mail support staff will work with the person reporting the problem when necessary. An example would be when a mail file needs to be restored. Other requests not requiring coordination may be completed and an e-mail will notify the customer of completion. An example would be when a mail list is updated.

Related Products

Business Class E-Mail (A comparison of Business Class E-Mail and Basic E-Mail is available.)
Workflow Automation – Lotus Notes Applications
Wireless Services - Blackberry
E-fax
Also ask us about Sametime

Glossary/Expanded Definitions

Blacklisting - A blacklist is a list or register of e-mail addresses or Web sites which for one reason or another, are being denied access to your mailbox.

Failover – When a server suffers a slowdown or outage, Lotus Notes is configured to redirect the user to a failover server so that service is not interrupted.

Sametime – Lotus Sametime is a secure, business-class instant messaging (IM) service that works in conjunction with Lotus Notes. With online awareness, instant messaging, application sharing, and virtual meetings, Lotus Sametime helps your organization be more responsive and more efficient by enabling your employees, customers, partners and suppliers to easily interact with one another online in real-time. Real-time collaboration is a natural extension to e-mail. It’s not just about chat; it’s about using the Web to improve customer service, reduce travel costs, and create communities among your employees, customers, partners and suppliers.

Secure e-mail – E-mail exchanged within a system behind a firewall. This e-mail does not go out of the system through the SMTP servers where it can be exposed to hacking.

Spam – Unsolicited bulk e-mail (UBE) is the electronic version of junk mail that is sent to a large group of people who have not requested the information or solicitation.

Virus - A virus is malicious computer code that may be sent to you as an e-mail or attachment. If activated, the virus can cause unexpected and/or harmful activity on your computer.

Whitelisting -A list of "from" e-mail addresses or domain names that a mail server is configured to accept as incoming mail. E-mail filtering that relies entirely on white lists is severely restricted because only messages from addresses on the list are allowed, and all the rest are discarded.