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New policies will ensure that technology
continues to benefit employees

One of the most remarkable things about this age in which we live is the array of new technology at our disposal. This technology delivers new products daily that make the performance of our jobs faster and more efficient. And each of us continues to find ways to change and improve what we do.

Of all the technological advances in the past two decades, though, none revolutionized our workday more than the instrument you’re using to read this message. Personal computers are fundamental to all that we do, and too often we take them for granted.

We have immediate access to the department’s internal communication network – the Intranet – and to the global community through the Internet. We can create and send messages to colleagues throughout the country via e-mail. The same carrier enables us to exchange graphics and images with just a few keystrokes.

We are committed to providing the best tools available, including high-speed, Internet access and liberal e-mail storage – faster and larger than is commonly available for personal use at home. With power comes the ability to use state-supported technology for functions not related to work.

Increasing demands, especially those on our e-mail server, prompted the Division of Administration to review the use of technology and recommend changes that will enable us to continue offer a robust level of service. In April, Division Administrator Susan Simmons announced procedural changes that will help us better manage the increased use of technology.

Effective this week, e-mail will be automatically formatted as “rich text.” HTML, which requires more server storage, will be not be allowed. The use of stationary or background images will no longer be accepted. Employees are asked to remove personalized messages or quotations from signature blocks, and instead follow a standardized format. For the sake of uniform department image, signature blocks should include name, title, mailing address, phone numbers and ITD e-mail address.

Employees will continue to be allocated 100 megabytes of e-mail storage and the system will retain e-mail for six months, as long as messages do not exceed the storage allocation. E-mail older than six months will be transferred to a deleted file and held for one week, giving you time to retrieve and permanently save on your important e-mail on alternative storage.

Another important change is the use of our new e-mail address. Effective Thursday, ITD will recognize only messages that carry the suffix @itd.idaho.gov . E-mail sent to our old address will not be delivered. Please make sure that everyone who depends on e-mail from you has updated their contact list.

Detailed information about the new e-mail policy is available on the Intranet: http://intranet/admin_services/HRS/SoftwareTrainingDocuments/MainSoftwareDocuments.htm

I want to thank you for recognizing the value of our technology and the need to preserve its functionality and for helping us maximize its use in the workplace.