Share your experience of administering the mail system in the enterprise?

Question

Mail server

Hello.
Share your experience - how do you administer your mail servers?
Interested in the algorithm for creating / naming and using boxes.
Well, for example, I use the template [email protected], i.e. [email protected]
And, frankly, I'm already tired of the fact that the accounts of the dismissed employees are still used by the new ones, including their own mailboxes.
And my ISP has mailbox=internal_phone_number, but when they answer, they always use a personal box, like i_ivanov.
Tell me, how are you doing with this?

Answer 1

The archive (or part of it) of the dismissed mail is transferred to the new employee, and a redirect is put from the dismissed mailbox to the new employee, plus you can (and sometimes need to) set an auto-reply from the dismissed mail, they say, I don’t work anymore, write letters not to [email protected] example.com, but to [email protected]

Answer 2

Well, the soap format is not a standard, for example, we now have [email protected], although I worked in offices where it was [email protected], [email protected]
A new employee comes, if he needs the previous employee's mail - his boss says - it is necessary, then the mail from the previous employee's mailbox is transferred to him. Dismissed accounts are blocked, boxes are packed and unloaded into the archive, if necessary, redirection is set.
To protect against spam (and spammers manage to remember people who worked for us twenty years ago), mail to laid-off workers is blocked via milter-greylist (for those who do not need redirection). If it still got to the mailer - there is a local redirect - to the "dump", which is sometimes simply deleted.

Answer 3

1) Bringing all postal addresses to a single standard is difficult.
When naming the form [email protected] , [email protected] , etc. sooner or later there will be a situation with two Ivan Ivanovs and you will have to move away from the standard.
Impersonal accounts of the type [email protected] or [email protected] are convenient, but undignified.
Accounts of the type [email protected] are to some extent convenient if, when an employee is transferred to another position or to another department, the phone number will remain with the employee.
2) New employees will use the accounts of the dismissed as long as these accounts are available. Therefore, I believe that they should be immediately turned off or the password changed and redirected to the current address.
A good option would be aliases, which are supported by most mail systems. Then it will be possible to make an employee any box and give him a dozen names for all occasions.
Box: [email protected]
Aliases:
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected] department)

Answer 4

For those who come up with such emails, there is a separate cauldron in hell, and then terrible telephone conversations begin where one productive manager reads his email to another and tells either a dash or an underscore, where with or without a dot, always preferred [email protected], [email protected], [email protected], the simpler the fewer errors

Answer 5

Of the options that I implemented:
Pupkin Ivan
Ivan Pupkin (In English, the first name comes first, if the company is international or works with foreign partners, this will be the correct spelling)
1.
emal - [email protected]
alias - [email protected] pany
If the two-letter email is busy, I enter 1 more letter from the last name
alias - [email protected]
Pros:
- Easy to transfer to customers
Cons:
- The address pool runs out quickly
- Suitable for companies with up to 50 employees
2.
email - [email protected]
In cases repetitions added the first name before the last name
(As for me, the most unsuccessful way to create emails)
Pros:
- Easy to transfer to clients (well, this is debatable, but sometimes the client asks to create users in this way)
Cons:
- The pool of addresses quickly ends
3.
email - [email protected]
When meeting a double (I encountered 2 times in a company with 500+ personnel) put a lower dash in place of a dot.
Pros:
- Large pool of addresses
- Suitable for large companies
Cons:
- Difficult to convey
- Looks monstrous in some cases ([email protected])
All old accounts are blocked. Archiving and deletion from the server occurs no earlier than after 2 years.
When an employee is dismissed, redirection is made to his immediate supervisor, and an answering machine with authorized people who will be contacted to resolve issues.