2. The steps in the wind down process

  1. Alternative is added - new addresses are added for each person belonging to the new unit, and for the unit generics, so they can start to be used immediately. No new people are assigned the old address (the unit is marked as univ opt 6 in the Registration Database- a unit in wind down - this value gets into ldap.oak). Users should notify their contacts of a change of address e.g. but putting it in a signature file.
  2. New address is made the default. The timing of making the new unit the default sending address on Nexus and being the address that get passed to other depts is done in consultation with the Department - usually the administrator and ITSS. The default sending address on IMAP email clients will be unaffected.
  3. Personal automated warning sent An automated warning message 3 months before email address expiry is sent to the people affected. People themselves should search for the occurrence of the old address in recent incoming messages in INBOX and contact the senders. (Postmaster may be able to provide ITSS with lists of people who are receiving mail or sending mail to/from the old address.)
  4. Email address fail All mail sent to that domain will fail to be delivered.
  5. Tailored failure message It is possible to set up a tailored failure message such that people sending to the domain can get e.g. "You emailed fred.blogggs@ouls.ox.ac.uk try fred.bloggs@bodleian.ox.ac.uk" This is not something that is configurable per person- it is for the whole mail domain and has to be requested by the department.
  6. The domain is de-registered by Postmaster. This can happen at any time. The tailored message has rapidly decreasing value over time and has the disadvantage of returning potentially good addresses to spammers. Suggest 6 months as the default, if a tailored message is set up - other wise as soon as possible after the addresses fail.

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