Subject: E-mail Policy ART MATRIX - LIGHTLINK PO 880 Ithaca, NY 14851-0880 (607) 277-0959 Voice (607) 277-8913 Fax (607) 277-5026 Modems [email protected] E-mail [email protected] E-mail 10/24/03 1:05pm This file is at http://www.lightlink.com -> NEW USER INFO E-mail boxes are available for all our customers. We do not charge for space used by e-mail boxes, nor do we place quotas on the size of e-mail boxes before they bounce mail, however certain policies are put in to affect to avoid abuse of the e-mail system. ABANDONED E-MAIL BOXES It is an abuse of the e-mail system to allow your e-mail to accumulate unread for more than 30 days. If a mail box is not read within 30 days, the existing e-mail is archived and the e-mail box is closed. Minipops are deleted entirely. They can however be recreated but only by the original party that first created them. Extensions on the 30 day time limit for unread mail can be granted on a case by case basis. The archived e-mail is kept for another 30 days and then discarded. Any mail received after the e-mail box is closed is lost. Once an e-mail box is closed it will contain a single e-mail explaining that it was closed and how to reopen it. The archived e-mail may be restored within 30 days of the closing. NASTY GRAMS Our e-mail system allows our users to leave mail on the server even after it has been read. Although this is useful to some, it means accumulating disk space usage that can grow without bounds. This is problematic for other users if they don't KNOW they have their e-mail set to leave mail on the server. Thus all mailboxes are scanned every night and warning letters are AUTOMATICALLY sent to any user with an e-mail box over 10 megs in size. Every week AUTOMATIC warning letters are sent to any user with an e-mail box over 2 megs in size. The size of the mail box is not an absolute indicator that the user is set to leave mail on server, but brings it to their attention if they do. Some users just get a lot of e-mail and download it every day, they can safely ignore the warning letters. LARGEST E-MAIL The largest single e-mail that may be sent in to or out of our system is 20 megs. Most e-mail is converted to MIME format before being sent, which causes the file to get bigger, so expect 16 megs of actual data to be the usable upper limit. If you need to send or receive bigger files, please use FTP. VIRAL FILTERING We filter out any executable attachments that might carry a virus, whether or not they are infected, this includes .exe, .com, .pif, and .scr files. You can send these but not receive them. If you need to receive an executable as an attachment, have the sending party zip them up first into a .zip file. We do NOT inform either the sending or receiving party that the filtering has happened, because for viral e-mail the sending party is almost always forged with an innocent victim, and for the receiving party, during a viral storm, clearing out all the warnings is just as much a nuisance as clearing out the viral e-mail. OPEN RELAYS and OPEN PROXIES Lightlink has zero tolerance for open relays or open proxies. An open relay is a mail server that allows anyone to send mail through it to anyone else. An open proxy is usually a machine that is infected with the latest round of viral infections, that also allows anyone to send mail through it to anyone. The virus writers and the spammers are in cahoots with each other, so most of the spam we get these days comes from open proxies. We filter out ALL e-mail sent from remote e-mail servers that prove to be open relays or open proxies. Once a server is no longer an open relay or proxy, and they contact us, we will remove it from our database of blocked servers. However if they are still open, they will end right back up again in the blocked databases. SPAM TAGGING Our system tries to detect e-mail that might be spam coming into your mail box and tags it with [SPAM]. You can turn these options on or off, or leave tagged spam on the server in your spam e-mail box for later perusal. Spam left on the server is erased every 7 days. For more information goto http://www.lightlink.com -> SPAM. Beyond these measures, our system does not filter tagged spam for the end user. END USER SPAM FILTERING Each end user has the ability to further filter their e-mail using the supplied spam filters built into all e-mail clients, such as Netscape, Outlook Express, Outlook, Eudora. These can be highly effective in filtering out mail with undesirable content, or mail from undesirable addresses. You can find out more about how to program your filters at http://www.lightlink.com/filter.