Circle Union writes to Chief PMG on Size of Mail Box over DoP Mail Server

No. P3NFPE – Odisha / 03 – 09 / 2017

Dated at Bhubaneswar the 8^th September, 2017

To

Dr. S K Kamila, IPoS

Chief Postmaster General, Odisha Circle

Bhubaneswar – 751 001

Sub : Size of Mail Box over DoP Mail Server – Regarding

Respected Sir,

This is to bring your kind notice that since the present size of the Mail Box over DoP Mail Server is limited to 100 MB only, the users, especially the P As / SPMs / Postmasters at grass root level are facing a lot of problems  for the reasons stated below.

1.    As per DoP eMail Services and Usage Policies V.1.0  the users, in order to manage the mail exchanges within the allocated size, the users shall configure Outlook Client (available along with MS Office Suite) to their mail box.

2.     Secondly the users shall also ensure that all mail exchanges are available in the respective Outlook Data file and periodical, especially weekly backup of the Outlook Data file is taken and kept in a secured manner to avoid loss of email messages in the event of any unforeseen irreparable damage to the Desktop/laptop in which the mail box is configured to Outlook Client. In such circumstances the email messages can be restored from the backed up Outlook Data file.

But regretfully, a major section of the employees, especially the P As / SPMs / Postmasters availing the DoP eMail services are quite unaware of such configuration and don’t know how to take weekly back up of the Outlook Data. 

As known to this Circle Union, neither any technical support nor any training has been provided to such employees for the purpose.

As result, when they are receiving a message that the mail box is full, many of such users are compelled to delete some mails both from the Inbox and Sent Items to create additional space for dispatch / receipt of further eMails.

This is being happened only due to lack of appropriate technical knowledge and at this juncture when innumerable training programmes are under process in DoP, the P As / SPMs / Postmasters who are the real workforce at grass root level bridging the gap between the customers and Department certainly need some extra care for gaining suitable and complete technical knowledge.

As a policy matter, the Users shall not delete any email conversation in their functional email IDs provided to their designation since communications sent through email becomes a part of the official record of the office in which user is working.

Further, DoP is very much categorical that each user is responsible for the individual emails stored in their desktops or in the relevant webmail folders. The DoP will not be responsible for any accidental deletion of e-mails by the user either stored in their desktops or by accessing their mail account stored in the email server. E-mails lost as a result of wrong configuration of the local mail clients (e.g. Outlook/Eudora/Thunderbird etc.) will not be the responsibility of the DoP and it does not offer any service for restoration of lost data due to an action committed by the user. Hence users shall take due precaution.

Therefore, under the circumstances when the sole responsibility is bestowed on the users only and now we are heading towards CSI roll out, this Circle Union would like to suggest as follows for providing better technical support to the P As/ SPMs/Postmaster.

1.    To take immediate suitable steps for increasing the size of the Mail Box over DoP Mail Server beyond 100 MB.

2.    Provide immediate suitable technical support to the SPMs / Postmasters through the SAs or any other experts for required configuration and taking weekly back up of the Outlook Data.

3.    Aware everybody attending the periodical training programmes in WTCs / PTCs adding this issue as a course material.

Hope, our suggestions will be evaluated properly.

            With regards.

 Yours faithfully,

(B SAMAL)

Circle Secretary

Copy for information and necessary action to:

1.    The Asst. Director (TO), O / o the Chief PMG, Odisha Circle, Bhubaneswar-751001

2.    The Secretary General, National Federation of Postal Employees, CHQ, North Avenue Post Office Building, New Delhi – 110 001. He is requested to take up the issue at the Directorate level  for appropriate action.

(B SAMAL)

Circle Secretary