Office of the New York State Comptroller

Procurement and Disbursement Guidelines

Bulletin Number: A-523
Date Issued: 2/20/2003 Date Last Updated: 2/20/2003
Bulletin Name: E-mail Distribution of Bulletins
Purpose: To have agencies establish an e-mail address, with automatic forwarding, for distribution of "A" and "G" Bulletins, as well as bulletins from other control agencies.
Agency Requirements:
In order for OSC to eliminate faxing Accounting (A) and Procurement and Disbursement Guidelines (G) Bulletins, each agency should establish an e-mail address as follows by 3/31/03.
  • The new address should consist of "bulletin" as the identifying name along with your agency's domain name. For example, the address at the Department of Motor Vehicles would be -- bulletin@dmv.state.ny.us
  • Add automatic forwarding rules to the mailbox as follows:
    • If the character string "OSCABulletin" appears in the e-mail subject, forward the e-mail to all staff requiring "A" bulletins.
    • Do likewise for "OSCGBulletin" so the same or different staff receives "G" bulletins.
    Note: Each agency will be responsible for establishing rules that distribute bulletins to employees with the same domain name. Central Offices should ensure that rules include staff at all facilities or agencies with the same domain name.
  • When an "A" or "G" Bulletin is posted to OSC's website, we will e-mail a link to your mailbox with "OSCABulletin" or "OSCGBulletin" in the subject. Your rules will forward that link to your designated staff.
  • Forward your new "bulletin" address to MaryHelen Ryder at mryder@osc.state.ny.us by 3/31/03. (Note: please list in your e-mail all agency codes covered by your new address to help us eliminate those agencies from our fax process.)

Upon receiving your new address, OSC will begin e-mailing links to bulletins as they are issued and will discontinue faxing them.

 
Benefits: This approach enables agencies to get information to those who need it quickly without the maintenance of large central directories. It has been tested with several agencies having different e-mail software including Outlook Express, Lotus Notes, and Groupwise, and participants are pleased with the results.

DOB and OGS have expressed interest in using this mailbox as well, and will notify you in future publications of their unique character strings to be used in establishing rules. OSC will share the directory of "bulletin" addresses with these and other agencies.

 
Questions:

Direct questions to the Accounting Information Center at AcctSys@osc.state.ny.us or (518) 473-1170.