5 FAM 752 USING THE EMAIL SYSTEM (CT:IM-122; 11-14-2011)
a. IRM determines the limit of each user’s mailbox, based on technology and available hardware. The limit does NOT include Microsoft personal folders, which are stored in .pst files on a network drive rather than on an Exchange server. Email attachments are subject to size and type restrictions according to policy. Attachments larger than 30 MB are prohibited and will not be delivered.
b. When a user’s mailbox reaches its limit, IRM
works with the user to apply best practices/email tips to reduce the mailbox size, and/or create personal folders and help move mailbox items to the .pst file. To ensure this is done in a timely manner, IRM reserves the right to create .pst files and move items to them on behalf of the user. This is necessary in cases when the user is out of the office on leave/travel or delays taking action to reduce the .pst file size. Should this become necessary, IRM records the location of the personal folder and ensures the user is notified of the change.
c. The IRM Email Review Board reviews requests for exceptions to the mailbox storage limit. Guidance on exceptions, including how to request increased mailbox size, is available at the Email Mailbox Management Web site on the “Request Procedure” tab.
After reading the above all I can say it is that it should not be any wonder that government employees opted for private accounts. And thank God that Hillary had the good sense to use a private server so that they could be archived. No wonder how the IRS emails were lost. No wonder that "emailing to a .gov account so they could be archived" would not work really well. No wonder that the State Department is still hiring to find people to handle the FOIA requests. I can't imagine how spending on my first two items (assuming not already addressed) would not immediately pay for itself.
As for my third item I believe it creates minimal additional costs and would offer at least the following benefits-
- Allows the government to exclude email from FOIA requests (since the information would already be readily available)
- Would thwart leakage of classified information
- Would thwart using the email for personal business