Computing Services is looking into a replacement for the current Email system. The Educational Technology Committee has agreed to be the sounding board for proposed systems.

Our first task is to assemble a list of functions the system should be able to do. Below are the tasks submitted so far.

If you have questions- Please email Russ Bowden rbowden@santarosa.edu

Overall Functionality- Should run on multiple platforms, be intuitive for basic functions of Reading, Replying, and Creating new messages. Needs to run on a basic level of hardware available on campus so as not to exclude campus staff. The interface should be a graphical user type. It would be useful if the program(s) had pre-designed tutorials available.

Be able to use an Internet client, but your mail can stays on the server and you can see more than your last unread messages. It also means that you can access ALL of your saved mail from any machine.

Be able to easily check the spelling of a message before transmitting including be able to add words to personal dictionaries for each user.

Be able to attach and unattach computer files. This would allow people to share files created on common campus applications. This would include the ability to unattach files converted by other mail systems using common schemes(MIME, BINHEX, UUENCODE, …)

Be able to easily create additional "mailboxes" or folders. The system should have a visual indicator for folders with unread mail in them. It should also be able to have multiple layers of folders. EXAMPLE: a folder called "Committees" that has folders in it called "EDUCATIONAL TECHNOLOGY", "COLLEGE COUNCIL", … inside it)

Each user should have a personal address book to address mail for people (& groups) they regularly communicate with. It would also be useful to have campus wide (committee, type of staff) lists that are maintainable by appropriate staff positions.

Any user should be able to easily look up the email address for any member with an account in the District.

The ability to "filter" mail. When used with folders this allows users to automatically move mail to the correct folder. EXAMPLE: mail with the word "ETC" would automatically be put in the folder "Educational Technology Committee"

It would be useful to have predefined form letters. EXAMPLE: a letter that informs department chairs that it is time to submit time sheets. That could be sent with just a few keystrokes.

The system should automatically attach a signature to a message. EXAMPLE: at the bottom of a message it would read "RUSS BOWDEN, MANAGER MEDIA SERVICES"

Electronic forms routing with the equivalent of secure signatures. EXAMPLE: An electronic mail version of a PAF could be sent around, "signed" by the appropriate parties and end up in personnel's mailbox.

Be able to access multiple peoples schedules & resources (like rooms) this would be useful when trying to schedule a meeting.

Calendars also need to be web-accessible even if that functionality is limited as opposed to the what a dedicated client gives you. You can access your calendar and mail via a web browser though using their client gives you more/better functions.

If E-mail & Calendar functions can't be met with an integrated package, then separate programs would be acceptable.

The current Notice Board function would need to be accommodated. It may be that the WEB is the best solution, but that would depend on ease of access for users who need to "POST" the information.