Summer Enhancements to Tufts Microsoft Exchange Environment

Dawn Irish
Wednesday, June 19, 2013 - 11:15am

Over the next three (3) months, Tufts Technology Services (TTS) will make a number of enhancements to Tufts’ Microsoft Exchange email and calendaring environment to improve security and increase storage capacity for faculty, students, and staff.

Passcodes for Mobile Devices

Beginning in late June, TTS will enable password requirements for mobile devices using ActiveSync to access Tufts Microsoft Exchange environment. The Federal Communications Commission reports that the theft of cell phones makes up 30 to 40 percent of all robberies nationwide. The problem has become so widespread in the Boston area that last year Cambridge, Boston, and Brookline police began sharing information in an effort to apprehend suspects and make residents aware of how they can protect themselves from being victimized. In order to protect both university and personal data on mobile devices, TTS will configure Exchange to require users to set a 4-digit access passcode on their mobile devices. This is a small, minimally intrusive measure that will help protect the university and bring peace of mind to the owner, should their mobile device be lost or stolen.

Passcode requirements for staff will be implemented on Wednesday, June 26th. To learn how to set a passcode on your device you may follow our online instructions, visit the TTS Support Center, 35 Lower Campus Road, Medford during walk-in support hours (9 a.m. – 5:00 p.m., Monday - Friday), or contact the TTS Support Center at it@tufts.edu or (617) 627-3376.

Online instructions to enable a mobile device passcode:

Retention of Deleted Items

In July, TTS will also begin to proactively manage the amount of time that messages are stored in the Exchange “Deleted Items” folder. Presently, unless a user manually deletes messages and attachments in the Deleted Items folder, the items remain there indefinitely. Once most people decide to delete an item from their inbox or personal folder, they do not plan to access it again. Because storing deleted items indefinitely wastes valuable email quota space, this summer TTS will configure Exchange to delete messages and attachments in the Deleted Items folder after 30 days. This change will allow our clients to use their Exchange quota to store more of the things that matter to them, as opposed to unwanted items they have deleted. Toward that end, TTS will also reduce the amount of time we retain back-ups of deleted items from the current 30 days to 14 days. This is consistent with what most other universities do and allows us to offer more storage for the active files that are most important to our clients.

Increased Email Quota

As a result of a more proactive management approach to deleted items, beginning late this fall and early winter, TTS will be able to increase Exchange quotas for faculty, students and staff in the following ways:

Affiliation ActiveSync Passcode Enablement Change in Deleted Items Retention Current Quota Quota after fall/winter 2013 increase
Faculty (Planned) July 2013 July 2013 4 GB 5 GB
Students June 2013 June 2013 2 GB 3 GB
Staff June 2013 June 2013 4 GB 5 GB

TTS is pleased to be able to offer the security and quota enhancements. To learn more about how to protect your mobile device, visit Mobile Device Security.

We will continue to look for ways to improve your experience with Tufts’ Exchange environment. If you have any questions, please feel free to contact the TTS Technology Support Center at (617) 627-3376 or via email at it@tufts.edu.