Initial Assessment: The district has established Microsoft Exchange as its official business email messaging service for faculty and staff and has established Google’s Gmail as its official student email messaging service. The local on-premises installation of Exchange has grown significantly and several challenges relating to mail-store size, archival requirements, and off-network accessibility have been identified as having a negative effect on employee productivity. Mailbox size limits have required email archival where access to archived email is very limited. The district currently has no data loss prevention (DLP) tools to monitor and report on sensitive data loss risk through email. Additionally, management requirements and associated physical equipment requirements of the on-premises Exchange environments have begun to exceed available resources to support. The Exchange environment is two major software releases behind the current version and updates to software and hardware are required to make the Exchange environment current and supportable.
The district has contracted with Google for access to several cloud services including Google’s cloud hosted Gmail for email messaging. The district provides each student with a Los Rios Gmail account and has elected to make the Los Rios Gmail email service the official (and sole) email communication tool for district communications to students. Where student personal email addresses are included on the application for admission and where the district ERP allows for the storage and use of a student personal email address, the district currently does not use or maintain currency of student personal email addresses or allow for the students to select a preferred email communication channel. Concerns have been raised about the impact of that decision on the district’s ability to communicate with prospective student, new students, and former students. The district recognizes the need to communicate with graduates and former students and as such will need better and more current communication vehicles. In some cases, the colleges have successfully developed mechanisms to communicate with students using a student preferred email communication vehicle.
Indicators of Success: