Division of Administration - Kristy Nichols, Commissioner - State of LouisianaState of Louisiana - Office of Computing Services
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Tel: (225) 342-5165
Fax: (225) 342-5137

Mailing Address:
P.O. Box 44335
Baton Rouge, LA 70804-4335

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Statewide Email

Overall Information

The state is providing consolidated e-mail services for agencies under the authority of Act 772. This service includes the support of all standard email services including basic messaging, address book, mobile access, and scheduling of personnel and resources within and among departments.  The consolidated mail service will take all reasonable means to protect the security of the mail system and its customers. This will include, but is not limited to, running anti-SPAM/anti-virus software on the servers and requiring positive authentication to the mail services. Conversion and on-going operational costs will be funded through a full cost recovery line of service. The rates for services will be reviewed annually. Agencies will be billed monthly for use of the consolidated e-mail services. Statewide Email is currently running Exchange 2007 and Exchange 2010.

Basic Email Account

Exchange 2007 (for existing customers only)

  • $5.00 per mailbox
  • 100 MB of storage
  • State of Louisiana Address (@la.gov)
  • Allowed to keep existing email address if the FQDN is registered with LaNet
  • Additional mailbox storage: $5.00 per GB allocation for Exchange Storage (agency total of storage above 100 Mb)
  • $1.70 per GB allocation – (Optional) Centralized Archiving Storage (agency total of archiving storage)
  • Maximum send/receive size is 30 MB per message
  • Warning notifications are sent when mailboxes are within 5 MB of the limit (setting can be modified/omitted per department or mailbox)
  • Sending email is prohibited when a mailbox exceeds the storage limit (setting can be modified/omitted per department or mailbox)
  • Age limit on ‘Deleted Items’ is 7 days (can be omitted per department or mailbox). Deleted item retention is 7 days (Mail deleted from Deleted Folder is held for 7 days)

Exchange 2010

  • $4.00 per mailbox
  • Unlimited storage
  • State of Louisiana Address (@la.gov)
  • Allowed to keep existing email address for the FQDN is registered with LaNet
  • Maximum send/receive size is 30 MB per message

Client Access

  • Exchange 2007: Outlook rich MAPI client - Outlook 2003 and above, Outlook Web Access, and Outlook Anywhere (RPC over HTTP)
  • Exchange 2010: Outlook rich MAPI client – Outlook 2003 and above, Outlook Web App, and Outlook Anywhere (RPC over HTTP)

Additional Services (no additional fee)

  • Manage user accounts, external contacts, and distribution groups via web interface
  • SMTP Relay for application
  • Active Sync
  • LEO (Online Leave Processing)
  • Journaling
  • Listserv (Mailing list management system)
  • Microsoft Lync (Instant Messaging)
  • Level 2 and 3 support 24 x 7 x 365
  • Migration of existing email data to the Statewide Email system
  • Global Address List (Single, global email directory for state employees and resources. Agency level address lists are also defined)
  • Calendaring and scheduling within and among departments

Additional Services (additional fee)

  • $3.50 per BB device – Blackberry Enterprise Server Device Activation – Blackberry Enterprise Server is a service provided by Office of Telecommunications Management
  • Special Charges: Request for additional services outside the scope of core services may be billed at a standard rate of $50 per hour

Security

  • Departments will be responsible for its own desktop anti-virus support
  • Statewide Email will maintain current virus and SPAM definition files and filtering rules on the messaging servers to provide protection against external as well as internal attacks
  • The Internet Mail Gateway is currently configured to block a list of incoming attachment extensions that poses a risk to resources on the network. OCS reserves the right to apply filters on certain types of files if the tile type poses a risk
  • Access to each mailbox requires a valid user ID and password. In many cases a domain trust can be configured between Statewide Email’s domain and the department’s domain. This will allow single signon and department managed password policies. Departments that choose the no trust option are subject to the Statewide Email password policy – Max. age 30 days, History: 5, Complexity: 3 out of 4 of the following characters: uppercase, lowercase, numbers, or symbols
  • 3rd party messaging applications (ex., AOL Instant Messenger, Microsoft HotMail) products are a security risk. It is strongly suggested that departments create policies that discourage the use of 3rd party messaging applications

System Availability, Reliability and Protection

  • 99.9% availability
  • 24 x 7 x 365 support
  • Disaster Recovery – real-time data replication to an off-site data center
  • Exchange 2007 - Active/passive clustered servers
  • Exchange 2010 – Database Availability Group (DAG) with replication
  • Anti-Virus / Anti-Spam and Content Filtering (local and gateway)

Statewide Email Maintenance

Scheduled Maintenance shall mean any maintenance on the messaging network to which Customers network is connected 1) of which Customer is notified 48 hours in advance, or 2) that is performed during a standard maintenance window on Sundays from 6 PM to 12 AM. Notice of Scheduled Maintenance will be provided to Customers by email message

Backups:

  • Exchange 2007: a full backup is run every night on the messaging server database. Tapes are stored offsite for 30 days
  • Exchange 2010: a continuous replication to an offsite location, we also have a lagged database copy

Department Responsibilities

  • Provide through departmental staff or contract the desktop support and level one help desk for the department personnel
  • Training of employees on effective use of the mail client software
  • Install, run, and maintain current versions of anti-virus software and virus definitions for all clients that will connect to the e-mail servers
  • Budget appropriate funds to cover costs of e-mail subscriptions for the department
  • Local department administration will be provided the means to add, delete, and manage customers within their department