From: David Heise
Sent: Thursday, 12 September 2002 10:31 PM
To: 'widnerk@andrews.edu'
Subject: Email Server Performance

Hi Katie,

Here's the message for all students and staff. Thanks, David.

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Dear Andrews Faculty, Staff, and Administrators,

Many of you have experienced very poor to even non-existent email service over the last few days or more. The combination of the growth of email usage and the method used by our email server to check for new mail has brought us quite suddenly to a crisis point.

While we need to develop a long term solution to this problem, we will be implementing a short term fix, starting today, that reduces the total size of inbox folders on our mail server, and that will result in significantly improved email performance.

Changes will be made concerning the storage of old messages, and these changes depend on the mail delivery protocol your computer uses. The two protocols we use are POP and IMAP.

POP Protocol
Notes: With this protocol, the messages are copied physically (every 5 or 10 minutes) to your personal computer. The default is to delete the messages from the server after download, but some computers are configured to leave the messages on the server so they can be read from other locations (at home, while traveling, etc). IMAP is a very much preferred protocol to use if this requirement exists (the server has reached the limits of its ability to read/write to disk, and IMAP is 4 times as efficient as POP in disk access).

Action: For computers configured to access email via the POP protocol, email that has been downloaded more than 30 days ago will be deleted from the server. Nothing will be deleted from the local machine.

IMAP Protocol
Notes: With this protocol, the messages reside on the server, not on the local computer. This means you can access your email from any computer, but you must be online to the server at the time.

Action: For computers configured to access email via the IMAP protocol, email that has been read more than 90 days ago will be archived to another folder named . You will still be able to access this email in that folder.

The deleting/archiving process will be run once a month.

If you have any questions about any of this, please call the HelpDesk on 6016.

I trust that you will be patient and understanding as we take this emergency action, and research alternatives for a long term solution.

David

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David Heise                            email: dheise@andrews.edu
Chief Information Officer              phone: (269) 471-6124
Andrews University                     cell: (269) 208-9292
http://dheise.andrews.edu              fax: (269) 471-6900