Email Guidelines

When your mailfile is too close to the quota, you must reduce it's size.  Large mailfiles are in danger of being corrupted and slow down Notes.  Here are a few things you can do to maintain your mailbox within your quota:

• Delete everything in your Notes Trash folder
• Delete or archive your Sent folder
• Delete most or all attachments

If you deleted everything that you do not need in your mailfile and you are still getting quota warning message, contact the Helpdesk and ask them to compact your mailfile. Staff and Faculty can have their email archived to a server-side archive to help reduce the amount of mail they carry in the mailbox. Note that Staff and Faculty archiving is required to be server-side only, which means your archive data will be backed up along with your regular mailbox. This allows us to plan for disaster recovery as well as ensure business continuity with regards to any important work-related communications concerning the Business School that may have been moved to your archive.

When you leave the Smith School your Novell and Lotus Notes email accounts will be disabled 30 days from your last day of employment.  We ask that you please make sure to remove any important personal information as you will not have access to it after this date.

File Storage Guidelines

• There will be no storage of media files (for example, MP3s or other audio files, AVI or other video files) on the server unless they are related to teaching or learning.
• It is permissible to store Notes files, including mail archives, in your Netware directory
• Files that are stored in multiple users' directories (for example, departmental work projects or databases) should instead be stored in a single shared directory, if possible. 
• Please submit the Additional File Storage Space request form to get assistance with your file quota or creating and working with shared directories.

Quota for Lotus Notes Accounts

¹ - Part-time MBA students are giving an “email for life” Smith forwarding address, but can request a full Smith MBA-type Notes account by filling out a New Account Request form.

² - Full-time MBA students are given a print quota of 600 pages t the beginning of every semester. View details below.

Quota for File Storage Accounts

Appeals for Increase Quota

• Appeals may be made by using the request form.  Exceptions will be made on a case by case basis by the IT Director.

On each appeal, you give Smith IT the right to review the content of your accounts with you, based on the University of Maryland Policy on the Acceptable Use of Information Technology, we may provide suggestions for ways to use disk more efficiently.

Print Quotas

At the beginning of every semester, Full-time MBA students are given a print quota of 600 pages*. If and when this quota is reached, the student is responsible for getting a Pay for Print account. This account is created through the Office of Information Technology (OIT) and is not supported by the Office of Smith IT Help Desk. For more information regarding Pay for Print accounts contact the OIT Help Desk at 301-405-1400.

MBA students with GA positions or other employment at the Business School may be able to get their quota increased by having their supervisor contact helpme@rhsmith.umd.edu to request additional pages. This request must come from a faculty or staff member and should mention how many pages might be needed for your work in that position.

*It is important to keep in mind that using your wireless laptop to print to a shared printer - such as those in the Labs or Grad Lounge - DOES count against your quota and duplex printing in 3515 VMH is treated as two pages against your quota.

How can you track the pages you've used?
To monitor your print quota balance, log into a lab pc and hold your mouse over the dollar sign in the bottom right taskbar. It will report your available balance. If you need credit for pages lost due to printer malfunctions, just bring the bad pages to the Helpdesk in suite 3520 of VMH and credit will be applied to your balance.