Requests such as the sample below are being distributed to affected department heads from July 5 through July 16 along with a spreadsheet of their websites on the WWW2 or WWW3 server.
Dear [Department Head],
According to our records, you are designated as the owner of web pages located on the Web server [WWW2.UTA.EDU or WWW3.UTA.EDU]. The Office of Information Technology (OIT) is requesting your help. The [WWW2 or WWW3] web server must be retired due to aged hardware that is out of warranty and no longer supported. This means that all of the web pages on WWW3 need to be moved to a new server by Nov. 1, 2010. Much of the information on the Web server is more than 10 years old and appears to no longer be accessed. OIT needs your help in identifying which information should be moved to the new server and which can be deleted.
What we need you to do is update and return the attached spreadsheet with the name of an individual who will work with us to migrate your departments Web sites to a new server.
The attached spreadsheet lists [WWW2 or WWW3] sites associated with your department, either by content or by affiliation of an employee who once administered the site. If a web site listed is no longer needed, please indicate with an X in the Delete column (additional information about these websites is available at https://wweb.uta.edu/www23migration/Default.aspx).
Please return this spreadsheet to me by July 30th at the latest.
Further information about the web retirement project is available at http://www.uta.edu/oit/cs/web/web-retirement.php. Please let us know if you have any questions.
Thank you for your assistance.