Best Practice Prohibiting the Acceptance of SMTP Messages through Global Distribution Lists to Minimize Delivery of Commercially Unwanted Electronic Messages throughout Maine State Government

I. Statement

Unwanted electronic commercial messages will be reduced by authenticating users prior to their addresses being included in global distribution lists.

II. Purpose

The purpose of this Best Practice is to document the method of prohibiting SMTP messages through global distribution lists to implement the Policy to Minimize Delivery of Commercially Unwanted Electronic Messages throughout Maine State Government.

III. Applicability

This Best Practice applies to the Office of Information Technology (OIT); and it will impact all agencies of Maine State Government which use the Office’s email and other electronic messaging networks.

IV. Responsibilities

A. Office of Information Technology

1. The OIT will enable the check box to accept messages from authenticated users only on each global distribution list contained in Active Directory unless otherwise specified.

2. The OIT will enable the check box to accept messages from authenticated users only as a default when creating new global distribution lists.

B. State Employee

1. The Manager of the global distribution list must request to have the check box disabled to allow SMTP messages to be accepted by the global distribution list providing there is a business need. This request must be made through the OIT Customer Solutions Center.

V. Guidelines & Procedures

A. Unless otherwise specified by the Manager of the global distribution list, the check box to accept messages from authenticated users only will be enabled on existing and new global distribution lists located in Active Directory.

B. Any Manager of a global distribution list must request to have the check box disabled to allow SMTP messages to be accepted by the global distribution list through the OIT Customer Solutions Center

VI. Definitions

1. Simple Mail Transfer Protocol - Simple Mail Transfer Protocol (SMTP) – SMTP is the de facto standard for e-mail transmission across the Internet.

2. Active Directory – A directory service that stores information about objects on a network and makes this information available to users and network administrators.

3. Global Distribution List – A list containing specified users created in Active Directory specifically for the purpose of receiving e-mail messages.

4. Manager of Distribution List – Individual user assigned to maintain a global distribution list.

5. Authenticated User – An account located in Active Directory requiring a userID and password to enter the domain.

VII. References

1. Reference Policy to Minimize Delivery of Unwanted Commercial Electronic Messages throughout Maine State Government I:\OIT Internet\oitpolicies\index.htm

VIII. Document Information

1. Document Reference Number: 3.5

2. Category: Internet, Network and Transport

3. Adoption Date: August 10, 2006

4. Effective Date: August 10, 2006

5. Review Date: August 10, 2009

6. Point of Contact: Sandra Saunders, Maureen Tuttle and Lori Blier, Enterprise Messaging Team, Applications Services, Office of Information Technology

7. Approved By: Richard B. Thompson, CIO

8. Position Title(s) or Agency Responsible for Enforcement: Kathy Record, Associate Chief Information Officer, Office of Information Technology

9. Legal Citation:

10. Waiver Process: