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UC DAVIS: Information and Educational Technology November 16, 2006 To: Deans, Directors, Department Chairs, Administrative Officers, Academic Senate Members, and Academic Federation Members Re: Announcing New Spam Reduction Measures Please forward to all staff. After broad consultation with members of the campus community (including members of CCFIT, faculty representatives, and the technical community), we will make several important enhancements to the campus spam management program on November 29th. There are two key reasons for these changes. The first is to give users more control and flexibility in defining their own spam filtering and deletion settings. The second is to reduce the increasing amount of spam processed through the campus email servers and delivered to users' mailboxes. To benefit from these changes, no action is required as members of the community will automatically be registered into the campus anti-spam program. If you wish to adjust your individual spam filtering or deletion settings, you may do so at any time, effective immediately. For more information, please see the brief explanation of these enhancements, implementation timeline, and resources below. SUMMARY OF SERVICE CHANGES The campus email system currently processes over 2 million email messages per day. Each email message is automatically assigned a score indicating the likelihood that it may be spam. Based on this scoring system, approximately 25% of email traffic is defined as definite spam (with a spam score of 15 or higher), and an additional 50% is probably spam (scoring 5-14). On November 29th, we will implement policies for handling email based on these scores. Everyone who receives email from the campus email system (i.e., 'color' servers or mailbox server) will automatically be enrolled in the campus spam management program. o High-scoring spam (scores of 15 or above) will be automatically rejected. Senders will be notified. o Low- and moderate-scoring spam (scores of 5 to 14) will be filtered to individual UCD-spam folders and will be stored there for 2 weeks before being automatically deleted. You can subscribe to receive a weekly summary of the messages that were sent to your UCD-spam folder, or you may review those messages from the Web-based email program in MyUCDavis. o The new system is very flexible and allows individuals to adjust their spam filtering and deletion settings at any time, directly from the Spam filtering Web page (see Resources and Help below). Please note that these scores are subject to change. We will continue to closely monitor spam traffic and will adjust the system as needed. The campus community will be notified if we have to make major changes to this policy. In addition, similar measures will be implemented for users of the centrally-managed Exchange service. The extent to which departmentally-managed email systems will parallel these measures will depend on their configuration. Please check with the technology support staff in your department if your email is delivered through a departmental server. TIMELINE * November 16-28: Early opt-in period. If you wish to customize your spam settings, visit the Spam Filtering Settings page. If the campus default settings described above are satisfactory to you, you need not take any action. * On November 29: Automatic enrollment period. The campus default spam deletion and filtering settings will be automatically assigned to email accounts. Changes made during the early opt-in period will not be affected. * On and after November 29: Anyone wishing to adjust their spam filtering settings may do so at any time using the Spam Filtering Settings page (http://email.ucdavis.edu/secure/spamfilter.php). All changes made through the new Spam Filtering Settings Web page will go into effect immediately. RESOURCES AND HELP To access the UC Davis Spam Filtering Settings site: http://email.ucdavis.edu/secure/spamfilter.php. For additional information about the spam filtering program: http://security.ucdavis.edu/spam.cfm. If you have questions or need assistance, please contact your departmental technology support staff (see directory at https://tsp.ucdavis.edu/?f=search), or the IT Express Computing Help Desk at ithelp@ucdavis.edu or 530-754-HELP. Sincerely, Peter M. Siegel, Vice Provost Information and Educational Technology 06-123
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