The information provided below should help users better understand the capability and limitations of TAMU’s email distribution list services.JRSO manages numerous email distribution lists. Their primary uses are
- for wide dissemination of critical operational information,
- to encourage professional operational collaboration,
- to ease hand-off of issues in units with 24/7 operational mandates across multiple possible responders.
The JRSO leverages TAMU's email services. There are limitations for particular kinds of usage. These are outlined in
The most notable restrictions are designed to maintain awareness and efficient management of costly, limited bandwidth to the mission platform.
- 5 megabyte limits on attachments originating on shore destined for ship. Larger attachments will bounce.
- 20 megabyt limits on attachments originating on ship destined for a shore address.
JRSO Distribution Lists
JRSO ship and shore distribution lists are customer-owned and either maintained by list owners or our managed by JRSO IT infrastructure/MCS teams. All distribution list questions, corrections, concerns, etc. should be forwarded via email to change_of_address@iodp.tamu.edu.
A table of JRSO shore and ship distribution lists is maintained for customer viewing at https://goo.gl/3UshU4 andhttps://goo.gl/q8aGR6. These tables are compiled into one table and shown below as of 16 July 2018.
Use of JRSO Shore and Ship Distribution Lists
Most shore and ship
Distribution lists may be displayed from the Exchange email system web interface by
- Select the People application
- Select the search field--supply dg-iodp as the search term.
- Click the search icon.
Submissions to JRSO Shore and Ship Distribution Lists
Not all distribution lists may be addressed from outside the JRSO and TAMU. Those that can be accessed publicly are termed open--i.e. accepting email from any address. A few of these are listed further below.
The Exchange email system also allows for distribution groups to be moderated. Email sent to a moderated list goes to selected personnel (the moderator aka distribution list owners) for review. Moderators may release the content to the rest of the list at their discretion. At present, no JRSO lists are moderated.
Most JRSO distribution lists are closed to the public as . Why?
- Good security practice recommended by TAMU’s Division of IT. Example--avoids external spamming of critical business units; reduction in exposure to phishing.
- Many lists are dedicated to internal communications and discussions. Limited distribution provides a degree of freedom to some types of internal collaborations.
This means email sent to a closed shore list from any address other than a JRSO shore email address (name@iodp.tamu.edu) will bounce. Examples of emails that will bounce include:name@ship.iodp.tamu.edu, name@gmail.com, name@tamu.edu, and name@olemiss.edu. The same rules apply to closed ship distribution lists. Email sent to a closed ship list from any address other than a JRSO ship email address (jr_name@ship.iodp.tamu.edu) will bounce.
A A handful of JRSO’s distribution lists are open for public access outside of the iodp.tamu.edu domain. Examples include:
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lab working group distro lists
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In order to minimize confusion on the ship, folks who use the JR’s address book (global address list) can only view contacts for JR distro lists and open shore distro lists.
Moderated Distribution Lists
Until recently, the only open lists designated for moderator review were four lab working group lists. These lists are no longer moderated. Email sent to a moderated list is initially reviewed and then released by the moderator (one or more distribution list owners).
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Yes - Pending
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Yes - Pending
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IODP - Development_IT_and_Databases
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iodp_development_it_and_databases@iodp.tamu.edu
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Yes - Pending
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IODP - Technical_and_Analytical_Services
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iodp_technical_and_analytical_services@iodp.tamu.edu
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Yes - Pending
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Yes - Pending
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distribution lists for recent expeditions.
In the shipboard environment, the JR address book (global address list) only shows contact entries for JR distribution lists and open shore distribution lists. This reduces clutter in the address book and reduces confusion over which addresses to use.
Best Practices
Work as locally as possible. Examples
- Science participates preparing for an expedition should in general route questions and concerns through the Expedition Project Manager and the Co-Chiefs.
- Science participates on an expedition should in general route questions and concerns to the on-board Expedition Project Manager, Co-Chiefs, and Operations manager. Specific laboratory, curatorial, and compute questions should be routed through the Lab Officer and Assistant Lab Officers, ultimately (in general) to on-board staff.
- External participants in Lab Working Groups (LWG) should be made aware of the distribution group for the LWG in which they participate.
- Participants in post-cruise meetings and editorial work should be in contact with the Co-Chiefs, Expedition Project Manager, and the assigned publications staff.
Credits
The above is taken from information provided by Jim Rosser in a 16 July 2018 email message to staff.
Initial rework for public consumption.