[Cuga] Upcoming changes to email support for users- A message from Amber Boehnlein, Thia Keppel and Matt Shepherd

[Lorelei Carlson]

Dear Colleagues,

Many (almost 800!) of you have jlab.org email accounts that are supported through a mail server operated by JLab.  This sever is no longer compliant with federal security standards that apply to a jlab.org address.  Therefore, there is a need to phase out this mechanism of providing email support to users.

In place of this system, Jefferson Lab will provide basic support for email for all existing users through Microsoft Outlook.  The migration to this platform may change how you access JLab email but ensures your @jlab.org email address will continue to function.  The planned timeline is to prepare for the migration this fall and complete migration to Outlook in early 2026.  More details about the migration procedure will be provided in the future.

In the longer term, we encourage transitioning to a workflow that is less dependent on a jlab.org email address, especially for communication with people or organizations outside of JLab, since the ability to provide email service to the entire user community depends on the availability of a compliant product that meets budget constraints.  It is understood that many JLab internal systems (training notifications, logbooks, batch queue, etc.) rely at present on jlab.org email.  You may anticipate a solution that allows users to interact with these systems using an external, e.g. institutionally provided, email address.

We understand that changes to a critical system like email can be disruptive, and it is our goal to address legal requirements of compliance while minimizing the negative impact on scientific productivity.

Sincerely,

Amber Boehnlein
Chief Information Officer

Thia Keppel
Associate Director for Experimental Nuclear Physics

Matt Shepherd
Chair, Jefferson Lab User Organization Board of Directors
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