Microsoft 365 / Email
RCLS MS 365 / Email Services
Outlook web login
Login to your MS 365 Email account at Outlook: https://outlook.office.com
RCLS
Welcome to RCLS Email Services
Member libraries may obtain email service through their participation in the Ramapo Catskill Library System (RCLS). Email accounts ending in the domain name “@rcls.org” are provided to member library staff (full or part–time) and trustees to facilitate communication between and among library staff and trustees within a library and between libraries and for conducting library business; accounts are for library business only.
Forms found on the MS 365 Account Requests tab of this LibGuide are available for directors or their designees to request a new or delete an existing Email address for library staff & trustees. Use this quick form to designate a library staff person who should have authority to request the creation or deletion of accounts.
RCLS sets up and maintains “email lists” in Microsoft 365 referred to as “distribution group or groups” for specific groups of users with a common purpose. For example, the group “allrcls” is intended to provide all RCLS email users the ability to exchange, share and request information related to library programs and services from the staff at other libraries. Forms for subscribing or unsubscribing to distribution groups are also found on the MS 365 Account Requests tab.
Directors or designees, Click here to choose a request form.
Systemwide Groups
RCLS sets up and maintains “email lists” in Microsoft 365 referred to as “distribution group or groups” for specific groups of users with a common purpose. For example, the group “allrcls” is intended to provide all RCLS email users the ability to exchange, share and request information related to library programs and services from the staff at other libraries.
Click here for more information and to view the complete RCLS Email Policy.
Directors or designees, Click here to request a new email account and/or add staff to distribution group(s).
Groups can be posted to only by subscribing members:
2020census Information about libraries and the census
acq Member library staff using the Symphony Acquisitions module
advocacy Committee members involved with the RCLS Advocacy Committee
allrclsill Inter-library loan liaisons at all member libraries
apoc Adult Programming & Outreach Council
allrcls All member library staff & directors (announcements and discussions of
system-wide library service issues. If issues relate to a more specific audience
or issue covered by other mailing lists, do not post to allrcls)
ce Librarian Continuing Education opportunities/discussion
civilservice Civil Service announcements/discussion for member library civil service staff
cosag RCLS Coordinated Outreach Services Advisory Group
econtent E-Content (designated staff that create carts for Central Library system-wide
ebook/digital audiobook pool collection)
epool System-wide ebook/digital audiobook pool collection discussion for all member library staff
erate News and discussion of state/Federal Erate telecommunications grant/discounts
envisionware Envisionware public Internet workstation and print management system discussion
funlib Anecdotal Library Stories and Humor
friends Members of member library Friends groups
fundraising General discussion of library fundraising
gameslib Video Gaming use in Libraries
gift Gifts & Exchanges open to all RCLS Libraries
infotech Information Technology for Devices, Teaching & Programming
laps Librarians for Adult & Public Services
libasst Library Assistants at member libraries
libguides Member library staff using LibGuides web content management software
libraryaware Member library staff using EBSCO LibraryAware library promotion software
localhist Local History and Genealogy Interest
movlic RCLS Movie Licensing cooperative for public performance
notary Member library staff Notaries
sublist Member library substitute staffing exchange List
techserv Member library staff who work in Technical Services
Director’s Association & Standing Committees
RCLS sets up and maintains “email lists” in Microsoft 365 referred to as “distribution group or groups” for specific groups of users with a common purpose. For example, the group “allrcls” is intended to provide all RCLS email users the ability to exchange, share and request information related to library programs and services from the staff at other libraries.
Click here for more information and to view the complete RCLS Email Policy.
Directors or designees, Click here to request a new email account and/or add staff to distribution group(s).
Groups can be posted to only by subscribing members of that group:
rclsdir RCLS member library directors
rclsnewdir RCLS member library new directors
adminasst RCLS member library Administrative Assistants
ansercomm RCLS Director’s Association ANSER (Automation) Committee
ansercontacts ANSER (automation) contacts at each member library
cedcomm RCLS Director’s Association Continuing Education Committee
closings Directors and one other staff person responsible for Emergency Closings
ctug ANSER (automation) Circulation/Technical Services User’s Group
dabylaws RCLS Director’s Association Bylaws Committee
diracc RCLS Director’s Association Direct Access Committee
direxec RCLS Director’s Association Executive Committee
pos RCLS Headquarters Management Plan of Service Team
rug ANSER (automation) Reference User’s Group
sysserv RCLS Director’s Association System Services Committee
County Associations & Directors
RCLS sets up and maintains “email lists” in Microsoft 365 referred to as “distribution group or groups” for specific groups of users with a common purpose. For example, the group “allrcls” is intended to provide all RCLS email users the ability to exchange, share and request information related to library programs and services from the staff at other libraries.
Click here for more information and to view the complete RCLS Email Policy.
Directors or designees, Click here to request a new email account and/or add staff to distribution group(s).
Groups can be posted to only by subscribing members of that group:
ocd Orange County member library Directors
ola Orange County member library Staff & Directors
orangereads Orange County Reads initiative of Orange Library Association
rc Rockland County member library Library Staff
rccircsup Rockland County member library Circulation Supervisors
rcd Rockland County member library Directors
old Orangetown library directors (Tappan, Orangeburg, Palisades, Blauvelt)
sucd Sullivan & Ulster County member library Directors
supla Sullivan County Public Library Association Staff & Directors
ulcd Ulster County member library Directors
Groups for Children’s and YA Services
RCLS sets up and maintains “email lists” in Microsoft 365 referred to as “distribution group or groups” for specific groups of users with a common purpose. For example, the group “allrcls” is intended to provide all RCLS email users the ability to exchange, share and request information related to library programs and services from the staff at other libraries.
Click here for more information and to view the complete RCLS Email Policy.
Directors or designees, Click here to request a new email account and/or add staff to distribution group(s).
Groups can be posted to only by subscribing members of that group:
youthlist RCLS member library Children’s and Youth Services staff
teenlibrarians RCLS member library Teen Librarians
clousc Children’s Librarians of Orange, Ulster and Sullivan Counties
bookbattle Teen Battle of the Books Committee
gameslib Videogame Programming in Library Youth Srvices
minecraft Libraries offering Minecraft gaming
Member Library Boards
RCLS sets up and maintains “email lists” in Microsoft 365 referred to as “distribution group or groups” for specific groups of users with a common purpose. For example, the group “allrcls” is intended to provide all RCLS email users the ability to exchange, share and request information related to library programs and services from the staff at other libraries.
Click here for more information and to view the complete RCLS Email Policy.
Directors or designees, Click here to request a new email account and/or add staff to distribution group(s).
Groups can be posted to only by subscribing members of that group:
boardpres – Member library Board Presidents (all libraries)
trustees – Member Library all Trustees/Board members
Choose the Correct Form
Only Library Directors or Managers or their designees may request a new MS 365 account to be created or modified for staff at their library. A Library Board President may request a new account for a Director. Use this quick form to designate a library staff person who should have authority to request the creation or deletion of accounts. Individuals who already have an MS 365 account may request help if they have forgotten their password or would like a new password. Choose the correct form below. When it is submitted, the electronic resources department will process your request and email details and credentials to the requestor and/or the Director.Create a New MS 365 Account
Director, Designee, or Board President Only may use this form
Delete an MS 365 Account
Director, Designee, or Board President Only may use this form.
Subscribe/Remove Account to/from Distribution Group(s)
Subscribe/remove an MS 365 account to/from Distribution Group(s). Note that some Groups require Director or Manager request for subscription.
Request to Change Account Type or Password Feature
Use this form to change from an A1 to an A3, A3 to A1, and/or add/remove the Password change/recover feature, or change an account to a Shared Account
Change Password or Reset Forgotten Password
Use this form if you don’t already pay for this feature for your account.
RCLS Email Policy
Member libraries may obtain email service through their participation in the Ramapo Catskill Library System (RCLS).
Member libraries staff and trustees issued email accounts through the service must abide by the following conditions:
- Designated persons are issued an “@rcls.org” email account at the direction of a member Library’s Director, Manager, or Board President.
- RCLS provides members with email service through Microsoft 365; therefore, all members and users must abide by the Microsoft 365 “Terms and Conditions.”
- Email accounts ending in the domain name “@rcls.org” are provided to member library staff (full or part-time) and trustees to facilitate communication between and among library staff and trustees within a library and between libraries and for conducting librarybusiness; accounts are for library business only.
- For security and records management purposes, email accounts may not be issued to members of Friends groups, volunteers, or other non-members.
- Setting up and using accounts:
- Requests for email accounts must come from Library Directors or Managers (in the case of a newly appointed Library Director or Manager, the request may come from the library’s Board President or the Interim Director or Manager).
- Requests for email account creation, modification, and deletion will be made by submitting a request to the ANSER Helpdesk by email (helpdesk@rcls.org).
- To enable proper administration of accounts, a person who works at more than one RCLS library will be required to have an email address for each library—for example, Jane Doe in Liberty (jdoe-LIB@rcls.org) and Livingston (jdoe-LIV@rcls.org).
- When a staff person leaves the employment of a member library, it is the Library Director or Manager’s responsibility to notify RCLS, in writing, that the account should be shared or deleted. If RCLS does not receive written notification, the account will remain active. The member library will be responsible for the associated cost with the account.
- Shared mailbox (which will include any OneDrive cloud storage) requests will indicate which of the following actions should be taken:
i. The password for the account will be changed and provided to the Library Director or Manager. The account can remain active and be monitored.
ii. It is the Library Director or Manager’s responsibility to determine who will need access to the mailbox and communicate that in writing to the ANSER Helpdesk. That mailbox will become shared with the designated staff.
iii. The Shared mailbox may be deleted upon written request.
F. Inactive accounts, those where no login has been made in six (6) months, will be disabled for one (1) month and then deleted. A notification will be sent to the Library Director or Manager.
G. Any member library needing preservation of email accounts must alert RCLS prior to the account being disabled. If it is anticipated an employee will be out for longer than six months, please notify RCLS prior to the employee going on leave.
H. Microsoft 365 is set up to delete emails in two standard folders automatically:
i. Emails that are older than 180 days in the “Deleted Items” folder
ii. Emails that are older than 30 days in the “Junk Email” folder.
iii. There are no automatic deletions from any other folder
6. Restoration of Account Content
A. The Microsoft 365 service keeps back-ups of the email server going back 25
days; as a result, any restoration of lost emails can only restore items for this
period. Within that timeframe, the mailbox user will be able to restore the
deleted email files themselves.
B. If there is a technical concern and Microsoft needs to assist, then the earliest
possible notification of lost emails and files improves the chances of recovery.
C. An email restoration will place the restored email back into its source folder.
D. Restoration of specific files or folders may not be possible.
E. If RCLS is involved in any email restoration, it will be subject to the RCLS
standard rates for service fee. (See the ANSER agreement Schedule C – Standard
Rates for Service).
7. Distribution Groups
A. RCLS sets up and maintains “email lists” in Microsoft 365 referred to as
“distribution group or groups” for specific groups of users with a common purpose.
For example, the group “allrcls” is intended to provide all RCLS email users the ability to exchange, share and request information related to library programs and services from the staff at other libraries.
B. A distribution group must be used for its intended purpose only. For example, the group “gift” is intended for items a library wants to remove from their collection or building and is offering the item(s) to other libraries that may find the item(s) valuable. This type of communication should only be shared via the “gift” group.
C. A list of distribution groups and their intended purposes is available on the RCLS website at http://guides.rcls.org/MS365/distributiongroups
D. All users are encouraged to view the list of distribution groups available and request registration for the ones they are interested in joining.
E. Joining Member Library Internal Staff Groups must be arranged through the Library Director or Manager.
F. Monitoring the appropriate use of distribution groups created for member
libraries for internal communication with staff is the responsibility of the Library Director or Manager.
8. User Requirements and Training
A. Because an RCLS email account may not be used to register for online personal use (for instance, for personal notifications), employee users must be required and should be trained to ignore, block, or direct unsolicited personal messages to
another account.
B. Because an RCLS email account and its contents are the sole property of the member library, not the employee issued the account, employees should be made aware that they do not have a right to personal privacy related to the email
account or its contents.
C. Because it would be contrary to member policies, RCLS policy, and federal and state laws, RCLS-issued email may not be used to create or distribute content that is disparaging or discriminatory on the basis of race, gender, disabilities, age, sexual orientation, religious beliefs and practice, political beliefs, or national origin. Pornography, gambling, and other content that is clearly out of the scope of professional use are also barred. Employees who receive any emails with this type of content from any RCLS or member library employee should immediately report the matter to their supervisor or the designated employee for receiving such reports. RCLS reserves the right to delete or suspend an email account used to create or distribute email that violates this requirement.
D. Users must keep their email account logged off when not in use, and their password must be kept confidential and secure. Smartphones and other mobile devices with system email accounts must be password-protected to prevent intrusion in the event the device is stolen or lost. Accounts and account access
information may not be shared unless in coordination with ANSER.
E. Using the account “forwarding” setting to transfer the incoming email to non-RCLS email accounts is not supported and is a violation of these conditions.
9. Document Retention
RCLS members have different document retention obligations and policies. Member libraries should retain their email per their applicable document retention policy.
10. Third-party Access
A. As a service provider, RCLS may grant third-party access to a member library email account or accounts under the following circumstances:
i. A duly issued subpoena or judicial order. NOTE: If RCLS receives a subpoena or judicial order with more than 24 hours to respond, it will notify the member library before responding;
ii. A situation posing an immediate danger to the health or safety of
people or property, where access to email account content may help
with law enforcement or emergency response and is not otherwise
barred by CPLR 4509;
iii. Data breach, where there is a concern that the breach is related to
access to, or use of, the account;
iv. System investigations of concerns related to a suspected violation of a
requirement of this Policy;
v. Third-party contractors are performing services related to
maintenance of the email system.