Do you want the list membership to be maintained from Human Resources and Student Records data, without any manual input? Yes = KU Group List
Do all list participants have a KU email address? Yes = KU Group List
Do you want list members to be able to subscribe and remove themselves from the list? Yes = Mailman
Will your list contain members who are not directly affiliated with KU? Yes = Mailman
Are you requesting a list for use by an informal group, club, or some other organization which is not recognized by KU in any official capacity? Yes = Mailman
The list creation process - For any KU Group List, there is the ability to have a nightly program manage the membership of the list. This removes the need for anyone to do any maintenance of the list. Once created, it maintains itself, and the list owners can always be assured that it contains the right people. For departments and classes, this is a big advantage for KU Group Lists. However, the automatic nature of the lists, by centralizing the control of the membership, makes manual upkeep more difficult than Mailman. Any user who wants to be a part of an existing list would first have to Go Through Channels.
For any list on the Mailman system, the membership configurations are very flexible. Control over list membership can easily be handed over to designated people, thus decentralizing control of the list and putting it in the hands of the list owners, or even opening up the list for self-subscription. In such a list, any person who wants to join a list can do so by subscribing online (or, sending a subscribe request for closed lists). Thus, for informal discussion, hobby, and interest groups, Mailman is the best choice.
KU Group Lists offers enhanced capabilities with Outlook (both Mac and PC) Advantage: If the vast majority of the list members have Exchange accounts, they will be able to take advantage of the other ways which KU Group Lists can be used from within Outlook, including Calendaring features. Disadvantage: Any members of the list with non-Exchange registered email addresses will miss out on all the KU Group List usage, and can only make use of the list's email capabilities.
KU Group Lists can only consist of Exchange Address Book entries. Any object in the Global Address Book, including resources like conference rooms, is eligible for KU Group List membership. However, ONLY objects listed in the Global Address Book are eligible. To include anyone outside the university on a mailing list, that list must use the Mailman service.
KU Group Lists can only be made for departments, classes, and officially approved and recognized university organizations. If a new club on campus wants to set up an email list for announcements and discussion, that list must be created using the Mailman service, rather than KU Group Lists. If the club were to reach official status, they could, upon receiving approval from the appropriate channels, request an KU Group List. For most faculty and staff requesting lists for university-related purposes, this is not an issue. For lists of any sort created on Mailman, this is never an issue.