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Large e-mail files create concern, prompt caution

The size and complexity of incoming and out-going ITD e-mail has grown considerably the past 18 months and is beginning to strain the department’s storage capacity, explains Susan Simmons, administrator of the Division of Administration.

“Last month, I asked staff responsible for maintaining our IT infrastructure to report on e-mail use in the department,” Simmons said. Currently, ITD stores more than 103 gigabytes of e-mail daily. E-mail storage has grown by more than 100 percent during the past 18 months.”

"We found that, in addition to work-related e-mails, staff also are sending and receiving e-mails containing information not directly related to work activities, including video clips, chain letters, advertisements, music and personal photographs.

“These personal practices have caused our e-mail support services to grow to an unsustainable level,” Simmons reports.

She asks that ITD personnel voluntarily limit their use of personal e-mail and curtail the storage of large files on the server so additional measures will not be required.

“We want to accommodate the needs of our personnel to exchange e-mail messages appropriate to their work responsibilities,” Simmons said. “Electronic mail enables us to communicate more efficiently and to work more productively. But the increased use of personal e-mail, especially those containing large files, detracts from our efficiency.

“We appreciate the cooperation and understanding of our employees as we try to cope with the growing demand."

Published 11-11-05