Polinger Shannon & Luchs Computer Policies & Procedures€¦ · residential & commercial structure (p:/) 12 leadership (l:/) 13 . polinger shannon & luchs – new computer policies

POLINGER SHANNON & LUCHS – NEW COMPUTER POLICIES & PROCEDURES

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Polinger Shannon & Luchs Computer Policies & Procedures


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TABLE OF CONTENTS

TOPIC PAGE

NUMBER OUTLOOK OUTLOOK E-MAIL FOLDERS 3 INBOX SENT ITEMS DELETED ITEMS RECOVER DELETED ITEMS 4 SORTING E-MAILS 5 SAVING E-MAILS 6 SETTING UP CONTACTS IN OUTLOOK 7 MANAGED ANTI-SPAM MANAGING SPAM 8 DAILY QUARANTINE E-MAIL SUMMARY 8 MESSAGE CENTER 9-10 E-MAIL BOX SIZE 11 PASSWORDS 11 NAMING FILES 11 FILE STRUCTURE 11 RESIDENTIAL & COMMERCIAL STRUCTURE (P:/) 12 LEADERSHIP (L:/) 13


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OUTLOOK E-MAIL FOLDERS There are 3 main mailbox folders in Outlook- INBOX, SENT ITEMS & DELETED ITEMS. To select a mailbox- click the down arrow and then click on the mailbox.

INBOX

• All users MUST go through their IN-BOX routinely and delete any unnecessary or old e-mails. • All important company-related e-mails must be saved to the Fileserver (P:/ or L:/). • When there is ongoing e-mail correspondence stemming from an original message, multiple e-mails are generated

for each response sent and received. (In such a case there is no need to keep the original e-mail and all resulting responses, the most recent e-mail will contain the original message along with all of the subsequent replies and is the only copy which needs to be saved.)

• The mailserver will automatically delete any items left in this folder over 6 months. You will receive a reminder/warning e-mail about these purges.

SENT ITEMS

• Anytime a new e-mail is sent or an e-mail is replied to or forwarded, a copy of it goes in your SENT mail folder. • This folder should be emptied on a routine basis (after important items have been saved to the fileserver P:/ or L:/). • The mailserver will automatically delete any items left in this folder over 30 days. You will receive a reminder/warning

e-mail about these purges. DELETED ITEMS

• Anytime an e-mail is deleted, it automatically gets placed into the Deleted Items folder, but is not actually deleted from the system.

• This folder should be emptied routinely. • A policy is in place that will automatically purge 7-day old e-mails from your Deleted Items folder every day. • There are also options available in Outlook that can have this folder emptied automatically every time you exit

Outlook or upon command. If you are interested in using these settings, please contact MIS.


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RECOVER DELETED ITEMS A user can recover recently deleted items, even if they have been deleted from the Deleted Items folder (less than two weeks old). • Click on the Deleted Items folder • Click the FOLDER tab up top • Select Recover Deleted Items The e-mail messages can be sorted in several ways by clicking on the column header bars (Deleted On, From, etc.).

• The far left icon it will highlight (select) everything in the folder. • To Recover Selected Items, click the envelope icon. • To Permanently Delete Selected Items, click the “X”.


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SORTING E-MAILS

E-mails can be sorted by any of the column headers, like From, Subject, Received (Date), etc. Just click on the column header to sort.


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SAVING E-MAILS Important company e-mails should not be saved/kept in your IN-BOX or any other Outlook folders (or C: or U:). Important e-mails (company business) should be properly saved on the fileserver, in the appropriate property/company folder on P:/ or L:/. Any personal e-mails can be saved in a folder on your personal C: drive. HOW TO SAVE EMAILS (Fileserver)

• Highlight e-mail (click once on it) (or from an open e-mail) • Click File • Click Save As • Over on the left, find the appropriate folder (click on the appropriate drive P:, etc. and navigate to the appropriate

folder), where you want to save the email • The filename will default to the email subject line (you should rename it- see page #) • The email will default as “Save as type” Outlook Message Format (.msg), which will have it retain its e-mail (Outlook)

properties. If the e-mail has an attachment, it will be saved along with the email. You may choose to save the attachment separately.

• Click the Save button • You have now placed a copy of the e-mail in the selected location. However, the original e-mail still remains in

your INBOX and should be deleted


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SETTING UP CONTACTS IN OUTLOOK • Select ADDRESS BOOK

• Select the appropriate address book (CONTACTS)

• Click on the FILE menu • Select NEW ENTRY • Select NEW CONTACT • Click the OK button • Enter all of the pertinent information for your contact and click on SAVE AND CLOSE


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MANAGING SPAM OVERVIEW All e-mail accounts at the Polinger Shannon & Luchs corporate office are set up with the Dataprise Managed Anti-Spam service. Each e-mail account should have received (when the service was first set up)a welcome e-mail, prompting the user to create a password for the service. If you do not have a password to log into the service, please contact your Manager of IT Support or the Vice President of IT. DAILY QUARANTINE EMAIL SUMMARY Each day (usually in the evening), each e-mail account will receive an email from “Dataprise Managed Anti-Spam Service”, with the subject of “Quarantine Summary DATE”. Again, if you are not receiving this daily e-mail, please contact your Manager of IT Support or the Vice President of IT. This daily e-mail lists all of the e-mails that were put into quarantine by the service. It is very IMPORTANT, that each user checks this e-mail DAILY to make sure that no valid e-mails are getting put into quarantine. To have a valid e-mail delivered to your in-box, simply click DELIVER to the right of the e-mail. The e-mail will immediately be sent to your in-box.


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MESSAGE CENTER To log on to the Message Center, a user may either click the Message Center link within the Daily Quarantine Summary E-Mail or go to https://login.postini.com/exec/login from their web browser. In the Message Center, a user can have a quarantined e-mail delivered to their in-box, add a sender to the approved senders list or block or allow a domain. All users should have created a password after receiving the initial Welcome e-mail. If you have forgotten your password, please click Log In Help or contact your Manager of IT Support or the Vice President of IT.

MANAGING QUARANTINED EMAILS FROM THE MESSAGE CENTER All of the e-mails that were put into quarantine are listed here. A user can click the word DELIVER to the right of the e-mail to have it immediately delivered to their in-box. Upon clicking DELIVER, a new screen will appear where the user can select to add the sender to the approved sender’s list (check Approve Sender box and click Approve Selected Senders button). This will prohibit future e-mails from this sender from being put into quarantine.

https://login.postini.com/exec/login


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DELETING QUARANTINED EMAILS IN THE MESSAGE CENTER At least once per month, each user should log in to the Message Center. The list of quarantined emails should be skimmed to find and deliver any valid e-mails. Then all remaining e-mails should be deleted. The user can choose to DELETE SELECTED (will only delete those e-mails checked) or to DELETE ALL (will delete ALL e-mails). Then the user should go to the TRASH tab and permanently delete all the deleted e-mails. BLOCKING/ALLOWING DOMAIN NAMES AND EMAIL ADDRESSES To block or allow certain domain names or e-mail addresses, click MY SETTINGS (on the top right of the Message Center). Click the appropriate link to either Block or Approve/Allow. Type in the e-mail address or domain name in the appropriate location and then click Update Approved/Blocked Senders or Domains.


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E-MAIL BOX SIZE A restriction on the size of all e-mail boxes (a “CAP”) will be imposed on all e-mail accounts. This will affect how many e-mail messages a user can keep in their Outlook folders. All users will be routinely notified when they have approached/reached the designated CAP. The auto-deletions discussed earlier will also help keep each user’s mailbox below the specified CAP. However, if a user reaches/exceeds the CAP, they will be restricted from sending e-mail messages until the user’s mailbox is purged of unnecessary messages or important messages are correctly saved to the Fileserver and taken out of Outlook. PASSWORDS All passwords are to be kept CONFIDENTIAL. This includes a user’s password they use daily to enter their computer, or any PSL programs (PSL Rents, etc.). Passwords are NOT to be shared with anyone, not your administrative assistant, not your co-worker. Your individual password dictates the files to which you have been granted access in the system, some of which are restricted due to confidentiality. If someone other than yourself needs to have access to a file you use, please request them to be given access through MIS. Giving out your password to another employee is in violation of the computer confidentially agreement executed by you upon your hire and you will be held responsible for following company policy. NAMING FILES In order to create continuity and to simply the location of files, the following policy has been imposed regarding the naming of company files. PROPERTY CODE - SUBJECT - ADDRESSEE (if applicable) . file extension (system generated) Example: HHW-New Computers-Dataprise.doc

HHW-Renovation Schedule 2007.xls (no addressee) CCB- New Signage- Dr. Chow.doc

FILE STRUCTURE As a reminder, below is the basic file structure. Please remember to save all important files and emails in the appropriate location. If you are unsure where to save items, please see your department supervisor. If you have a need for any subfolders to be added to the structure, please contact the IT Department. The main structure of the P:/ drive is as follows: PSL on ‘fileserver 2’ (P:) Commercial Properties

Administrative Property Name

Residential Properties Administrative

Property Name Asset Management Brokerage/Development Construction Engineering Marketing Link to RGOP Shortcut to New Computer Policies Document


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RESIDENTIAL & COMMERCIAL (P:\PSL) STRUCTURE COMMERCIAL PROPERTIES (Residential Properties or Asset Management) Administrative Property Name FINANCIAL (Sub-folders per accounting to be Budgets, Banking, Statements, Loans & Property Taxes) To include files for annual property budgets and worksheets; capital improvement worksheets and budgets; year to year comparisons; HUD budgets; HUD rent increases; final monthly YARDI Budget Cash Flow property statement for GE properties; commercial income budgets; Correspondence to lenders, refinance applications; banking and loan documents; mortgage and property tax files; property bank reconciliations; amortization schedules; Loan summary and payment information HUMAN RESOURCES (As it pertains to Site Personnel only.) To include specific/custom, property-specific Job Descriptions. All privacy sensitive files including property payroll budget work sheets are to be kept on here. RESTRICTED ACCESS. INSURANCE/CLAIMS To include attorney correspondence regarding claims; insurance correspondence; incident reports; lawsuits (could have a subfolder per suit); insurance claims (could have sub folder per claim), settlements. BUILDING OPERATIONS To include capital improvement correspondence; equipment inventory; renovation schedules and reports; county, city, state, federal building related correspondence and property licenses and certificates; permits. Correspondence to vendors; Third party engineering or consultants bid requests and responses. Maintenance, R&M, service contracts, engineering reports, renovations MARKETING (As it pertains to the site) To include marketing and advertising worksheets and budgets, Washington Post and similar media vendors; correspondence; advertising; signage; photos. Marketing budgets & correspondence. OWNERS Owner correspondence; management reports; anything Owners. FORMS & TEMPLATES Master copies of property-specific Forms and Templates as Read Only; then saved by the user as a document TENANTS To include tenant invoices; anything tenants – two sub folders, 1. to all tenants in mass and 2. per individual tenant by name (if deemed necessary- i.e. high number of documents pertaining to one tenant) UTILITY LOGS As kept by accounting & engineering Important, company-related documents (work authorizations, contracts, etc.) should NOT be left in the user’s Outlook folders or saved on the user’s local C:/ drive or the user’s personal U:/ (if applicable). Users are permitted to save any personal documents, etc. on their local C:/. However, please be aware that your local C:/ is not backed up (unless you back it up yourself) and you will risk losing this data if something should happen to your computer. That is why it is imperative that no company information be saved here. Forms and Templates that are for public use should not be modified and saved as the original file name. If you need to use and modify a public file or template, before you make any changes, choose Save As and save the file under a new name, so as not to change the original document/ form.


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LEADERSHIP (L:/ drive) There is also a “Leadership” on Fileserver L:/ drive. This is reserved for the Division Supervisors to save confidential and restricted access documents for each department. The L:/ drive will looks follows: Leadership on ‘fileserver’ (L:) Accounting Commercial Construction Finance Human Resources MIS Office Management Residential .

Documents

Polinger Shannon & Luchs Computer Policies & Procedures€¦ · residential & commercial structure (p:/) 12 leadership (l:/) 13 . polinger shannon & luchs – new computer policies