GEORGE W.

BUSH PRESIDENTIAL RECORD

OAP00004502

I INFORMATION SYSTEMS & TECHNOLOGY

SOP. 33-64

DOCUMENT INFORMATION

DocumentID EOP-OA-OCIO-IS&T. 33-64
Version 1.0
FileName SOP 33-64 Completing Mail Attender Checklist. doc
Revision Date February 27, 2007
Owner ONOCIO/IS &T/SDI
Description To provide instructions for completing the Mail Attender
Checklist, a weekly task performed by the NOC. DOCUMENT RECORD OF CHANGE

All changes to this document MUST be recorded using the below Record of Changes, which should list the page number, change comment, and the date. All changes must be signed off on by the person responsible for the changed area.

Record of Changes
Page Number Change Comment Date of Signature
Change
All Created document 02/2712007 9/10/2007

GEORGE W. BUSH PRESIDENTIAL RECORD

OAP00004503

INFORMATION SYSTEMS & TECHNOLOGY

SOP. 33-64

TABLE OF CONTENTS

Introduction t· ••••• 1

Background 1

Audience 1

Training/Skills Requirements 1

Tools and Resources Required I

Impact Assessment 2

Special Requirements 2

Standard Operating Procedures 2

Expected Results 3

ContingencylFailsafe Procedures 3

Assistance 3

Appendix A: Mail Attender Checklist , A-I

Appendix B: Sample _ Notices ............................................................•......•........... '. B-1

II

911012007

GEORGE W. BUSH PRESIDENTIAL RECORD

OAP00004504

INFORMATION SYSTEMS & TECHNOLOGY

IS&T.33-64

Introduction

Every week, Network Operations Center (NOC) staff reviews Mail Attender email messages and their attached Summary Reports to ensure the following:

• An email from Mail Attender arrives for every Journal mailbox.

• No email messages remain within any Journal mailbox.

If a message does not arrive for every Journal mailbox, or if any Journal mailbox contains email messages, NOC staff notes that occurrence in a _

Background

The OCIO maintains stores of all Executive Office of the President (EOP) email messages, saving emails as PST files. As part of this process, a product called Mail Attender automatically moves messages from Exchange Journal mailboxes to PST files.

Occasionally, Mail Attender will fail to move some messages from a Journal mailbox. Every Wednesday, Mail Attender automatically runs a report that lists whether any email messages remain within any Journal mailboxes. Mail Attender sends these reports - one report for each Journal mailbox - to the Messaging, Record Keeping Process Team, and NOC distribution lists.

Audience

These procedures are intended for_.

Training/Skills Requirements

No special skills or training are required to perform these procedures.

Tools and Resources Required

Staff completing these procedures must be included on one of the following distribution lists:

To add an individual to a distribution list, submit an

requesting inclusion on the distribution list, to the Customer B). In addition,

staff must have access to the Mail Attender Checklist, which appears in this document and is available within the following network folder:

- Standard Operating Procedures\3.3 - Data Center

1

911012007

GEORGE W. BUSH PRESIDENTIAL RECORD

OAP00004505

(see

a_

GEORGE W. BUSH PRESIDENTIAL RECORD

OAP00004506

r INFORMATION SYSTEMS & TECHNOLOGY

SOP. 33-64

Expected Results

These procedures will assist the Messaging Team in ensuring that no email messages remair within Journal mailboxes and, ultimately, that every email message is stored in a PST file.

Contingency/Failsafe Procedures

If, for some reason, staff cannot access a blank Mail Attender Checklist, staff should record and submit the same information in an email message.

Assistance

For assistance with the use of these procedures, contact a member of the Service Delivery Improvement Branch or the Messaging Team.

3

911012007

GEORGE W. BUSH PRESIDENTIAL RECORD

OAP00004507

~
I
~
~
£-..,;
~ ~I
~
I::'~
~-;S
~ .5
t: ~
...;::-
:-;:: ~
~ ~
;;:.,.~
~~
~~
~ C
\,J
~ ~
::::
~
0() ::::'
'-C
~ ._
~ ......
O()~
~ ~
- ~ c
~ \,J
tn E ::::
._
:i2 :-;:: c
(,) ~S
(1) ~
.r:::: ~ ~
0
._ ..J:::)
a... ~ -
(1) \,J ._
~ ~
'C ;... E
c: ;::.,-
(1) ~ ~
- -;S t
-
<C ~ ;::
;::~
co ~ ;::.,
:::: ::::
~ ~ ~
<C .2 ::::
....... _
~ ;...
>< ._ ~
-
._ ...\.( ~
'C \,J ~
~
C -e ~
(1) \,J
c. ~
._
c. -;S
<C
:::....
\j
a
~
~
u
~
~
~
~
~
~
~
E:::
~
~
~
..... to o N

23

~

o

DDDDDDDDDDDDD

Q)O 0)11 co_ CI) c CI) ::l Q) 0 :5u

DDDDDDDDDDDDD

"C Q) ->

'ij 'Qj

E U w2!

DDDDDDDDDDDDD

liD 0 0 0 0 0 0 0 0 0 0 0 0

Q)O 0)11 co_ CI) c CI) ::l Q) 0 :5u

DDDDDDDDDDDDD

"C Q)

- > 'ij 'Qj

~~DDDDDDDDDDDDD

GEORGE W, BUSH PRESIDENTIAL RECORD

OAP00004508

[iNFORMATION SYSTEMS & TECHNOLOGY

IS&T. 33-64 I

Appendix B: Sample _Notices

Example 1: Failure to Receive a Mail Attender Message for a Journal Mailbox

STATUS: Failed to receive Mail Attender Summary Report for OA Mail Journal ~, Journal).

WHAT: Did not receive email containing Mail Attender summary report for OA Mail Journal (_, Journal) by 1900 hrs deadline.

WHEN: Now

WHO: No users affected HOW: No users affected TECH: [technician's name]

COMMENTS: Updates or final will follow.

Example 1: Failure to Receive a Mail Attender Message for a Journal Mailbox

STATUS: Aged messages appear in OA Mail Journal ~, Jour~

WHAT: Mail Attender Summary Report indicates OA Mail Journal (_, Journal) contains [x] messages.

WHEN: Now

WHO: No users affected HOW: No users affected TECH: [technician's name]

COMMENTS: Updates or final will follow.

B-1

GEORGE W. BUSH PRESIDENTIAL RECORD

OAP00004509

Sign up to vote on this title
UsefulNot useful