The current one is less than great and barely usable. Do we even need an email address for every board member or can we trim it back to a single board@ email address that captures all mail sent through it and sends to people on a configurable list.
We should be able to move all the mail from the prior gmail addresses to this new one as well.
Checklist:
merge all directories from all official email accounts into the backup archival “board” gmail accountcheck for weirdness.merge content from the gmail accountsremove board addresses from the “board@hartsfieldvillage.org” account forwarding and add the personal emails for the people that are on the board.Make website post announcing the change.
Current Email Accounts:
- board@hartsfieldvillage3.org – content archived to gmail and will remain primary point of incoming communication to the association.
president@hartsfieldvillage3.orgvicepresident@hartsfieldvillage3.orgMemberAtLarge@hartsfieldvillage3.orgsecretary@hartsfieldvillage3.orgtreasurer@hartsfieldvillage3.orgwebadministrator@hartsfieldvillage3.org
Gmail accounts:
webcommunicationshv3@gmail.com– Migrated and deleted.Board.Hartsfieldvillage@gmail.com– Migrated and deleted.- boardhv3@gmail.com – unrecoverable
- presidenthv3@gmail.com – unrecoverable
- vicepresidenthv3@gmail.com – unrecoverable
- secretaryhv3@gmail.com – unrecoverable
- vpresident.hartsfieldvillage@gmail.com – unrecoverable
During the last meeting with the board we decided that having a single email makes more sense for the size of our operation. I’ve begun the process of migrating all email from the other accounts to the board@hartsfieldvillage.org account. Once the migration is done, I’ll add the appropriate emails to board@hartsfieldvillage.org mailing list and deactivate the individual accounts that have little to no use.
The instructions that our current provider were incorrect for IMAP, I reached out to them last week and they got back to me today with the correct method of connecting via IMAP. I’m currently transferring all the emails from the @hartsfieldvillage3.org addresses into the board@hartsfieldvillage3.org account.
This is going to take several days of effort, there are thousands of messages to back up.
migration of the president@hartsfieldvillage3.org account has been completed, beginning to migrate the VP address.
migration of the VP hoa address is complete, but it looks like our current email provider only gives a single GB for data storage, I’ve created a free gmail account for email archival and have begun moving all messages over to that account from the board@hartsfieldvillag3.org account. the board@ account will still be our primary method of communication, the gmail account will be for email archival and document storage.
Migration of the board@ email address to the new backup gmail account is complete, beginning migration of the memberatlarge email account to the new backup gmail account.
webcommunicationshv3@gmail.com migration completed.
It occurs to me that all these gmail accounts could have documents in their drive and interesting things on their calendars, I’ve added it as an action item.
MemberAtLarge@hartsfieldvillage3.org and secretary@hartsfieldvillage3.org completed. Starting treasurer@hartsfieldvillage3.org
treasurer@hartsfieldvillage3.org completed, starting webadministrator@hartsfieldvillage3.org
webadministrator@hartsfieldvillage3.org transfer completed, I’m going to try to recover the various unofficial gmail accounts that are floating out there, looks like someone had the presense of mind to at least set the boart@hartsfieldvillage3.org email address as the recovery account.
attempting recovery of Board.Hartsfieldvillage@gmail.com is going to involve waiting at least 48 hours due to google’s security implementations.
The unrecoverable gmail accounts are due to them being tied to deleted or inactive accounts that I’m unable to access. Unless there’s someone that was previously on the board that still has access to them the content from those accounts is now lost to the sands of time.