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Infrastructure Division of Information Technology

Identity Services

Shared Forwarding Email Address Management

Shared Forwarding Email Address Usage

Shared Forwarding Email Addresses are used to provide a stable, long-term email address that is tied to a position, a role or an organization within Texas A&M University. This prevents confusion when individuals filling a position, performing a role, or belonging to an organization change positions, roles or organizations.

An example of a shared forwarding email address would be helpdesk@tamu.edu. The Help Desk Central organization is comprised of many individuals. If you need assistance from Help Desk Central, you can send an email to the Organizational Email Address helpdesk@tamu.edu without needing to know the email address of a specific individual within that organization.

Ownership

Since shared forwarding email addresses are set up to manage email for a position, role or organization, the department is considered to be the true owner of the account. However, personnel must be associated with the account to manage the account settings. These personnel are referred to as the account owners or proxies and are the only departmental employees considered to be authorized to make or request changes to the account.

Proxies

A shared forwarding email address must have at least one NetID account holder specified as a proxy. Associating multiple proxies with a shared forwarding email address is recommended. A shared forwarding email address proxy must be an active faculty or staff employee of Texas A&M University System.

When a shared forwarding email address proxy terminates employment or changes to a new supervisor, the former supervisor will receive an email alerting them that the former employee was a proxy on shared forwarding email addresses with a list of the accounts. With this information, the former supervisor can work with one of the other account proxies or Division of IT Identity Management to update the shared forwarding email address proxies.

Requesting a Shared Forwarding Email Address

Departments can request shared forwarding email addresses by submitting the request form.

Shared Forwarding Email Address Lifecycle

Creation

A shared forwarding email address is created once the request has been reviewed and approved. The requestor will be notified once the email address has been set up and is ready for use.

Management/Usage

NetID account holders manage their Shared Forwarding Email Addresses via the Proxy Account Management application. This application allows the account holder to edit directory information, add or remove proxies or change the delivery address for the account.

Renewal

Shared forwarding email address usage/need must be confirmed once every two years. Division of IT Identity Management is responsible for contacting the account proxies or department and confirming the email address is still in use.

If Division of IT Identity Management receives no response after three attempts to contact for account renewal, the shared forwarding email address is locked/disabled for a month and then deleted.

Deletion

Shared forwarding email addresses are deleted at the specific request of the department or when the account is not renewed. If the deparment later decides that they wish to re-establish the email address, they will submit a new request.