Do you know what would happen if you changed ISP?

In our first edition of E-News (June, 2001) we published a report from Di O'Shea (Quality Matters) which discussed the common mistake made by many QRAMA Members in not promoting their own domain related email address.  The following is a further comment on this very important issue.  You can also read Di's report again by clicking here or check the diagram on the QRAMA web site that describes the interaction between ISP, Domain Host (Web Host) and your computer - just click here.

This problem is continually highlighted when any Member changes their email address, either because they are now using their own registered Domain Name or they have changed Internet Service Providers (ISP - the provider you pay for access to the Internet).  The simple message is that you must be aware of the potential hazards associated with using and/or promoting an ISP provided email address.  Problems like falling out of the information loop, losing communication with important contacts and losing potential business.

In trying to prepare this E-News, it became very evident that the amount of information we needed to provide to you would be more confusing than helpful.  However, it is included below for those of you who can make some sense out of it.  For those of you who cannot, we strongly recommend that you make every effort to determine your current settings and, if necessary, take the appropriate action to prevent any future problems.

For those of you who recognise the potential problems but who do not have the relevant expertise to determine your current situation, Quality Matters offers consulting services to assist you.

Before describing the potential hazards associated with Email addresses, you need to determine in which category you belong.  We will try to explain so that you understand how this warning applies to your particular situation.  In whichever category you belong, you must be aware of the potential hazards you face if your email is linked in any way to your ISP.

Let's say your building is called Blue Surf and your Internet Service Provider is a company called BeOnTheNet.   BeOnTheNet has provided you with an email box (similar to a post office box) with an address of  bluesurf@beonthenet.com.au.   

- If you have a web site called www.bluesurf.com.au then you have a registered Domain Name of bluesurf.com.au.  You would also have email boxes which are provided by your Web Hosting Service Provider (not your ISP).  These mail boxes would have been set-up by your Web Developer and have names such as info@bluesurf.com.au (or maybe reservations@bluesurf.com.au or something similar).  If this describes you and you promote your @bluesurf.com.au email addresses,  then you are in Category 1.

- If you have the registered Domain Name and web address www.bluesurf.com.au but you use and promote your email address bluesurf@beonthenet.com.au,  then you fit into Category 2.

- If you do not have a registered domain name but have a web address provided by your Web Developer or ISP, for example www.webdesign.com.au/bluesurf or www.beonthenet.com.au/bluesurf,  and you have an email address bluesurf@beonthenet.com.au  then you fit into Category 3.

Category 1 Members:

On the surface, it appears you are doing everything right.  However, there are 2 things for you to check.  They are:

1. Is your Web Hosting Email system configured to retain all email in the allocated mail boxes or is it configured to divert all email to your ISP provided mail box.
2. Is your computer configured to collect email from your Web Host Email system or from your ISP provided email box.. 

If the answer to 1. is that the email is diverted to the ISP, then you are at the same risk of potential problems as Category 2 members.

For the best results, the Web Hosting email system must be configured to retain all email (awaiting collection by you) and your computer should be configured to collect email from both your Web Hosting mail box (eg info@bluesurf.com.au) and your ISP provided box (bluesurf@beonthenet.com.au).   

Category 2 Members:

You are not only putting yourself in a very precarious position but also wasting an opportunity to promote your web site and enhance your Internet professionalism.  That is: if your ISP ceases to exist or for any reason (eg lack of service/support) you choose to change ISPs, then - 

• everyone who has your current email address will need to be advised; 
• all of your stationery will need to be changed; and 
• all Internet directories will need to be changed.

For the best results, the Web Hosting email system must be configured to retain all email (awaiting collection by you) and your computer should be configured to collect email from both your Web Hosting mail box (eg info@bluesurf.com.au) and your ISP provided box (bluesurf@beonthenet.com.au). 

Category 3 Members:

In your situation, your email communication and Web presence are at risk.  However, your decision has probably been based on cost.  You may not be aware but it is possible to have a registered Domain name and related email addresses without having your own Web site.  Here are some cost guidelines for you to consider:

• Domain Name registration: $140 for 2 years
• Email system $55 per year (referred to as domain residency)
• Consultancy fees (if required) $55