Email Management Services Configuration Requirements
On this page
- 1. General email requirements
- 2. Naming conventions for domains
- 3. Naming conventions for enterprise email addresses
- 4. Email address for individual email accounts
- 5. Email addresses for generic programs and services or other uses
- 6. Email properties
1. General email requirements
1.1 Ensure that the email tenant is visible to other GC tenants through the use of a shared global address list.
1.2 Provide the following organizations with accounts that have required privileges to perform the following functions:
- 1.2.1 Shared Service Canada (SSC) for configuration verification, enterprise reporting and billing management; and
- 1.2.2 The Canadian Centre for Cyber security for cyber defence services.
1.3 Ensure that the sender or recipient of government email can be verified using inbound mail using the Sender Policy Framework; Domain Keys Identified Mail (DKIM); and Domain-based Message Authentication, Reporting and Conformance (DMARC). Such verification includes implementing email domain protection with the following configurations:
- 1.3.1 A minimum DMARC policy to check inbound and outbound email of "p=none," with at least one address defined as a recipient of aggregate and/or failure reports;
- 1.3.2 Implementing a DMARC policy of "p=quarantine" or "p=reject," applied in a phased manner with consideration of the departmental risk profile;
- 1.3.3 Authorizing all sending IP addresses in the Sender Policy Framework;
- 1.3.4 Adding the Canadian Centre for Cyber security (CCCS) as an aggregate report recipient; the address that must be included is email@example.com; and
- 1.3.5 Applying Domain Keys Identified Mail signatures to all outbound messages.
1.4 The size of email boxes should be no larger than 100 gigabytes (GB) and no smaller than 25 GB.
- 1.4.1 SSC partner departments in legacy environments (Email Transformation Initiative (ETI)/departmental) are restricted to a maximum of 2 GB; and
- 1.4.2 The size of email attachments should be no more than 25 megabytes (MB).
1.5 Ensure that dormant and deactivated email accounts are managed effectively, including the transfer of information of business value to designated corporate repositories and appropriate disposition.
1.6 Ensure permanent disposition of email within the deleted items folder of each email account within 60 days.
- 1.6.1 Items are to be held in the deleted items folder for 30 days and then moved to the recoverable items folder;
- 1.6.2 Items are to be held in the recoverable items folder for an additional 30 days; and
- 1.6.3 The user can explicitly remove items from either the deleted items folder (to the recoverable items folder) or from the recoverable items folder (permanently deleted).
1.7 Implement protective markings for email to ensure that appropriate security controls are applied to information, in alignment with the Directive on Security Management: Appendix J – Standard on Security Categorization.
2. Naming conventions for domains
2.1 To clearly identify GC email communications, each email account must have:
- 2.1.1 An email address using the primary domain name of the main departmental website (firstname.lastname@example.org);
- 2.1.2 An email address using the @canada.ca domain (email@example.com).
2.2 The email address suffix must comply with official languages requirements.
2.3 In the case of a unilingual primary domain name, domain names are to be combined into a bilingual hyphenated domain name.
2.4 The order of departmental acronyms for the primary email domain should comply with what is specified in the Directive on Official Languages for Communications and Services, subsection 6.1.1.
2.5 To promote the use of either bilingual suffix in email communications and to prevent confusion regarding domain language order, the alternate bilingual acronym order domain suffix should also be created for the department as an alias to the primary domain acronym.
Departments that have a single bilingual suffix (for example, @justice.gc.ca) are not subject to this requirement.
- @ssc-spc.gc.ca and @spc-ssc.gc.ca – Ontario Headquarters
- @tpsgc-pwgsc.gc.ca and @pwgsc-tpsgc.gc.ca – Quebec Headquarters
3. Naming conventions for enterprise email addresses
3.1 For the purposes of official external correspondence, departments may request, subject to TBS approval, the creation of a GC enterprise email address that is not linked to a department or individual employee.
3.2 Departmental CIOs should send all requests for enterprise email addresses to the Service and Digital Enquiries mailbox. Requests should include the specific email address requested and a rationale for creating the address.
3.3 Enterprise email addresses may be established for GC priorities and/or cross-mandate programs and services.
3.4 Conflicts may arise in naming enterprise email addresses. In these situations, it is up to the email administrator to resolve such conflicts.
3.5 The enterprise email address prefix must comply with official languages requirements. Departments may choose one of the options below for GC enterprise email addresses:
- 3.5.1 The email address may include a descriptor in both official languages. A hyphen is to be used to separate the two languages.
- Descriptor-Descripteur@domain.ca and Descripteur-Descriptor@domain.ca
- Blueprint2020-Objectif2020@canada.ca and Objectif2020-Blueprint2020@canada.ca
- 3.5.2 Separate email addresses may be established in both official languages.
- Descriptor@domain.ca and Descripteur@domain.ca
- Blueprint2020@canada.ca and Objectif2020@canada.ca
- 3.5.3 The email address may be established with a single descriptor with a term or terms that have the same meaning and spelling in both official languages.
- 3.5.4 An alias may be used for a longer program name email but must still comply with official language requirements.
4. Email address for individual email accounts
4.1 PreferredName.LastName is the naming convention to be applied. The preferred name can be a first or middle name.
4.2 Where a conflict exists for the use of a particular name, the person’s initials or a numerical tiebreaker is to be applied immediately after the last name. Numerical tiebreakers start with the number 2. Subsequent tiebreaker numbers are to be applied sequentially.
4.3 GC email addresses become available for reuse as needed after a period of two years.
5. Email addresses for generic programs and services or other uses
Generic email addresses
5.1For the purpose of official correspondence, a department may establish a generic email address that is not linked to an individual employee:
- 5.1.1 For the use of a departmental program or service; and
- 5.1.2 For the purposes of resource management, including boardrooms, vehicles and equipment.
5.2 The email address prefix must comply with official languages requirements.
5.3 Conflicts may arise in naming email addresses. In these situations, it is up to the email administrator to resolve such conflicts.
5.4 An alias email may be added for longer program or service names but must also comply with official language requirements.
Generic email addresses for programs or services
5.5 For @canada.ca departmental emails, the generic email addresses for programs or services must include the departmental abbreviation, as prescribed in the Federal Identity Program registry of applied titles in both official languages.
- 5.5.1 The email address must also include a descriptor for the program or service in both official languages. A hyphen is to be used to separate the two languages.
- 5.5.2 The departmental abbreviation and the program or service descriptor are to be separated by a period.
- 5.5.3 The order in which official languages are applied in the email address must comply with the Directive on Official Languages for Communications and Services.
- Dept.Descriptor-Descripteur.Min@canada.ca or
- English language presented first
- French language presented first
- Dept.Descriptor-Descripteur.Min@canada.ca or
Generic email addresses for resources
5.6 For @canada.ca departmental emails, generic email addresses for the purpose of resource management must include the departmental abbreviation, as prescribed in the Federal Identity Program registry of applied titles in both official languages.
- 5.6.1 The email address must include the resource type as defined by SSC. A period is to be used to separate the resource type and the departmental abbreviation.
- 5.6.2 The email address must include a descriptor of the resource that complies with official language requirements. The structure and elements to include in the descriptor will be established by SSC. A hyphen is to be used to separate the descriptor, the resource type, and the elements within the resource descriptor.
- 5.6.3 The order in which official languages are applied in the email address must comply with the Directive on Official Languages for Communications and Services.
- Dept.ResourceType-Descriptor-Typederessource.Min@canada.ca or
- Dept.ResourceType-Descriptor-Typederessource.Min@canada.ca or
6. Email properties
6.1 The requirements described in this appendix are applied by the email administrator (SSC or departmental email administrators in departments that administer their own email service).
6.2 Email properties provide information used by email services and email clients to identify the sender of email.
6.3 Display name property
- 6.3.1 The "display name" for individuals and generic email addresses is an email property that recipients see when an email is received and on printed email messages. The "company name" is the email property that associates the name of the sender’s home organization to the email address.
- 6.3.2 Elements of the display name must be provided in both official languages. The order in which official languages are applied in the display name must comply with the Directive on Official Languages for Communications and Services.
- 6.3.3 Display name conflicts may arise. In these situations, it is up to the email administrator to resolve naming conflicts within the display name.
Display name property
6.4 Display name for email addresses for individuals
- 6.4.1 The display name must contain the elements below:
- Full name and numerical tiebreaker, if the email address has one;
- Approved abbreviation of the federal department, as prescribed in the Registry of Applied Titles (Federal Identity Program). The abbreviation of the federal department must be provided in both official languages, separated by a forward slash (that is, the / symbol); and
- 6.4.2 The full name and department abbreviation must be displayed as follows:
- LastName, PreferredName (Dept/Min.); or
- LastName#, PreferredName (Dept/Min.), when the email address has a numerical tiebreaker.
- 6.4.3 The display name may also contain the rank of the individual where the rank is a requirement for the continuation of the performance of the duties of the employee’s position.
- 6.4.4 No other elements may appear in the display name.
- Canadian, John (PBC/CLCC)
- Canadienne, Marie (PSC/CFP)
- Canadian2, John (PBC/CLCC)
- Canadienne312, Marie (PSC/CFP)
- Canadian, LCol John (DND/MDN)
6.5 Display names for generic email addresses for programs and services
- 6.5.1 The display name for email accounts must contain the elements below:
- The name of program or service; and
- The approved abbreviation of the federal department, as prescribed in the Registry of Applied Titles (Federal Identity Program).
- 6.5.2 The name of the program or service and the department abbreviation must be provided in both official languages, separated by a forward slash.
- 6.5.3 The display name for a program or service must be displayed as follows:
- Name of Program or Service / Nom du programme ou service (Dept/Min)
- 6.5.4 No other elements may appear in the display name.
- Information (TPSGC/PWGSC)
- Web Standards / Normes Web (TBS/SCT)
- Ressources Humaines / Human Resources (ASC/CSA)
- Ne Pas Répondre / Do Not Reply (TPSGC/PWGSC)
- Do Not Reply / Ne pas Répondre (TBS/SCT)
6.6 Display name for generic email addresses for resource management
- 6.6.1 The display name for generic email accounts for resource management must contain the following elements:
- Approved abbreviation of federal departments, as prescribed in the Registry of Applied Titles (Federal Identity Program);
- The resource type, as defined by the email administrator, in both official languages; and
- A unique identifier for the resource.
- 6.6.2 The display name for a resource must be displayed as follows:
- Dept ResourceType ResourceIdentifier TypedeRessource Min.
- 6.6.3 No other elements may appear in the display name.
- DEC Salle de conférence MTL 12 55 Peel - 900 Boardroom CED
- EC Salle de conférence GAT 351 ST JOSEPH 234 Boardroom EC
- SSC Boardroom OTT – 255 Albert – 1238 Salle de conférence SPC
- DFO Boardroom VIC 501 University – 1002 Salle de conférence MPO
- TBS Projector NEC-M311X-006 Projecteur SCT
- TPSGC Projecteur Optoma-HD66 Projector PWGSC
- NRC Vehicle Lab ABC12345 Véhicule CNR
- EC Véhicule Ford F150 W11 ABC Vehicle EC
- CBSA Vehicle WDS SUV Chevrolet Blazer 12345 Véhicule ASFC
Company name property
6.7 The company name property must contain the elements described below:
- 6.7.1 Applied title of the federal department of the individual, program or service, as prescribed in the Registry of Applied Titles (Federal Identity Program); and
- 6.7.2Elements must be provided in both official languages, separated by a forward slash (that is, the / symbol).
- Treasury Board of Canada Secretariat / Secrétariat du Conseil du Trésor du Canada
- Shared Services Canada / Services partagés Canada
- Environnement Canada / Environment Canada
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