Notices of appointments to office should be copied to the Postmaster by [[Headquarters Staff]] so that he can make appropriate changes to this file.
The Postmaster should be given sufficient access to the [[Membership Database]] that he can view, edit, and delete the email addresses of members and others listed there. He should also be given notice of new members, but it is not required that all members be listed in the second section. Present practice is to add them only when they are appointed to an office or committee and might thus need a listing, or upon request. They are not routinely removed if they drop all offices, though an occasional purge is probably wise.
When someone discontinues their membership, or when a non-member contributor ends his relationship, they should immediately be removed from citations in the first section, but left in the second section for at least a month. An obvious exception is when an individual dies, resigns, or is forcibly ejected from the Society, in which case they should be removed immediately.
The Society receives a very substantial amount of spam. Going through this to pluck out the few valid messages takes a great deal of the Postmaster's hours. He is presently working on an improved spam filter to reduce this burden. The Postmaster is expected to check the spam buckets this nearly daily, with backups (or the Webmaster) being asked to cover for any extended absence.
==Email Server & Spam Filter==