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IBM Notes Services

IBM® Notes® and Domino® provides a robust email, collaboration, document management, and application platform for your organization. Our service supports Notes email, Domino applications, document libraries, includes spam filtering for all mailboxes, and a Regional Directory. Email servers can be in-district or hosted at the WNYRIC.

IBM (Lotus) Notes is a full service, email platform. Domino provides an application platform that can run Domino applications and serve document libraries. Districts utilize everything from technical service request (USC) to welcome pages to AUP documentation on Domino. Ask us for more ideas on how to get the most out of IBM Domino.

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The WNYRIC supports both in-district deployment and hosting by the RIC.

  1. District LAN, WNYRIC connectivity, Internet access
  2. Virtual or physical servers, either in-district or hosted by WNYRIC
  3. Email domain (i.e.:
  4. Encryption certificates

  1. Name a district primary and secondary contact for service
  2. Promptly notify Email Services Team of a change in contact
  3. Provide district staff to plan implementation
  4. Provide Domino Email Administrator staff
  5. Determine the authorization levels for email accounts
  6. Maintain email accounts (i.e.: adds, deletes, changes, quotas)
  7. Monitor server as trained, including mailbox maintenance
  8. Renew email domains (i.e.:
  9. Renew encryption certificates
  10. Install and maintain email client software
  11. Support district staff (end users) on email and application use
  12. Request support and report issues to WNYRIC Service Desk for prompt service
  13. Provide Domino Administration access to WNYRIC Email staff to support district
  14. Properly identify accounts for billing and other administrative uses
  15. Provide and maintain anti-virus software compatible with IBM Notes and Domino, whether hosting in-district or by the WNYRIC
  16. Deploy anti-virus software on email client devices

For in-district hosting:

  1. Schedule server install and setup
  2. Provide server environment as detailed by WNYRIC
  3. Schedule technical training
  4. Ensure functional backup/restore of email servers, including backup and restore procedures
  5. Provide accurate counts of mailboxes for license compliance and service support

  1. Schedule and facilitate planning as district requests
  2. Configure and setup Domino servers
  3. Deploy provided anti-virus software on servers
  4. Test the deployed email server environment
  5. Train district system administrator on basics, including backup and restore procedures
  6. Provide training as detailed in subservices
  7. Provide documentation for both end users and system administrators upon request
  8. Provide support by phone, email, and screen sharing for both technical and application issues
  9. Work with vendor support as needed
  10. Update WNYRIC website with service information and documentation
  11. Provide spam filtering for Notes solution
  12. Provide Regional Directory, if desired
  13. Troubleshoot server issues
  14. Assist with user imports and other related tasks as requested
  15. Perform user restores upon request
  16. Support district Domino Email Administrator
  17. Perform one Domino major software release upgrade

For WNYRIC-hosted servers:

  1. Provide servers with default storage, additional storage is an extra fee
  2. Monitor and backup servers
  3. TSM Backup/Restore provides for the automated backup of selected application server data files to the IBM Tivoli Storage Manager (TSM) Server in the data center at the Erie 1 BOCES Education Campus. The IBM Tivoli Storage Manager client software is installed on the servers which sends the data over the network to the backup system. A tape copy of the data is kept on-site and rotated daily to an off-site storage location for security purposes. Tests are performed monthly on the backups to insure data integrity.

The WNYRIC utilizes cost effective best practices determined by research that allows our experienced and trained technical staff to perform robust testing and support of the WNYRIC network in the areas of security, infrastructure, energy management, virtualization strategies, disaster recovery and business continuity. Therefore, we are able to be a district advocate for vendor contract issues and aggressively negotiate contract pricing and performance terms.

Staff follows best practices in order to provide necessary security as it relates to the most recent student, teacher and principal data security and privacy regulations.

Service Desk can be reached Monday – Friday from 7:00 a.m. – 4:30 p.m. by calling (716) 821-7171, 1-800-872-0780, by email at, or via live chat by clicking here. A representative will be available from 4:30 p.m. through 11:00 p.m. to assist you with calls regarding emergency situations. During all other hours and holidays, a caller will receive important information regarding coverage.