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Idaho Transportation
Department

Public Affairs Office
P.O. Box 7129
Boise, ID 83707
208.334.8005
Fax: 208.334.8563
Email


ITD begins transition to new e-mail addresses

ITD began a transition early this month to a new e-mail address format that aligns with a change in department domain name, whichwas introduced last spring.

All ITD personal e-mail addresses will use the following format, to comply with ITRMC standards: first name.lastname@itd.idaho.gov. The last name will be followed by a numeral, such as 2, 3, 4… in the event that more than one employee share the same last name and first initial.

Previously, most e-mail addresses consisted of first letter of first name followed by lastname@itd.idaho.gov.

“It’s a good change… to have all e-mail addresses follow the same pattern. This was a good time to make the change to remain consistent with other state agencies and to allow us to start with a clean slate,” said Mark Richardson of Information Services. “We urge employees to be very careful when they give out their new e-mail address and to reserve e-mail for official use.”

ITD has begun a six-month transition period in which old e-mail addresses will be maintained. Any e-mail addressed to an employee using either the new or old address will continue to reach the recipient during the transition.

Employees should start informing their professional contacts of the change immediately, because the old address will cease to function in late February or early March.

“At the end of the six-month period, e-mail that is addressed to the old address will not be forwarded to the recipient,” Richardson explained. “An automated response will be sent to the originator of the e-mail saying: The e-mail account does not exist at the organization this message was sent to. Check the e-mail address or contact the recipient directly to find out the correct address.”

Employees need to be especially careful to notify organizations that require registration to receive e-mail or on-line access. That includes professional publications and membership-based organizations.

Anyone who wants to use a first name that is different than the one used in official ITD files – such as a nickname – should contact the Help Desk by Sept. 10 to request a special address.

What ITD employees need to do

Check your new e-mail address. IS has made every effort to correctly change your new address based on how it is listed in Active Directory and Oracle HR. If you want a change made you will need to contact the Help Desk before Sept. 10 with your preferences. E-mail addresses should still be based on the naming standard we have established, but nicknames or variations will be allowed. For example, if your legal name is Charles Smith but everybody calls you Chuck, you can have an e-mail address of Chuck.Smith@itd.idaho.gov. To check your new e-mail address, do the following:

  • Open Outlook
  • Go to ‘Tools’ and click on ‘address book’
  • Type in your name
  • Right click on your name in the list
  • Select Properties
  • Click on ‘E-mail Addresses’ Tab
    –You should see 2-3 entries
    –SMTP: OldAddress@itd.idaho.gov
    –SMTP: OldAddress@itd.idaho.gov
    –SMTP: NewAddress@itd.idaho.gov

Check all publications, documents, business cards, web pages, etc. for which you are responsible and that may have your old e-mail address listed. Make plans to replace, change, or destroy all these documents no later than February 1, 2005.

Do not order new business cards and change these documents yet. Public Affairs is developing new publication guidelines for the department. Wait to order new business cards and publications until after notification that new guidelines have been approved.

Send a change of contact information to all those individuals you normally have contact with outside this department. Internal users will not be effected.

Change e-mail address on all those e-mail subscriptions you wish to continue to receive. Unsubscribe to those you do not wish to receive.

Protect your e-mail address from spammers. This name change is an opportunity to reduce the amount of spam received by ITD employees. This will only be effective if employees are conscientious about how they use their e-mail address in the future. ITD e-mail addresses should be used primarily for business-related correspondence and should be given out only when necessary or appropriate.
Mark Richardson
Information Services

 

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