The fate of email addresses (Email) when an employee is dismissed (or another comes to a position)?

Question

Email

Good day, Khabravchane!
I was excited by the following: how is it usually done if employees have a soap of the form [email protected] or any other, tied to a specific person and, let's say, someone quits - how do they deal with this address?
I think it's not comme il faut to lose mail coming to an inactive mailbox :)

Answer 1

If the mail archive is stored on its own servers, then it is logical to save the correspondence. The place is inexpensive now, and sometimes a letter from five years ago can pay for all the servers combined. Well, archive the mail of the disabled user, well, remove the indexes, but deleting is not the best choice.
As for receiving mail on it, IMHO it is better to make an answering machine that will inform you that the employee is no longer working, instead of him, such and such works, with such and such soap.

Answer 2

The employee quit:
1. A call to his manager (whether it is necessary to redirect \ connect his mailbox to someone)
2. If item 1 is positive, then the mailbox is simply archived (MS Exchange 2010) and connected to whoever needs it. Redirection is even easier.
3. If item 2 is negative, the box is simply archived (it often happens that even after 3 months they want to read the mail or find some document). In ekschendzhe it is disconnected. We have an afterlife for disabled mailboxes - 30 days, then they are deleted.
ps company of 800+ people.

Answer 3

in a good way the box should be removed. What does not comme il faut mean? This is a working box, there is no worker - no box. It is assumed that before dismissal, the employee will transfer all contacts to the person replacing him and he will find a way to notify all the right people that now the address needs to be changed.
I can assure you that most retired employees never go into their former box, even if it works and the password has not changed. Therefore, the information there just lies and grows moldy.

Answer 4

In general, the zero rule: never delete accounts, only block them - you never know what was tied to the account and what we will irretrievably lose when deleting.
For example, the application system, which stores the entire history of applications, has deleted some account, and the database becomes inconsistent. Throwing applications of a deleted record “on a UFO” is semantically nonsense, and most importantly, there is no advantage compared to “just leaving a record”.
So - block the account and hang up an alias from it to some other employee who will now serve the mail incoming to that address. Well, to give him the right to work with that box - IMAP actually allows it perfectly. He will sort out the mail himself.
And official addresses (well, there, manager, office, etc.) and so should be aliases for real people. So, if necessary, you can make anyone a manager or secretary by changing the purpose of the alias in the mail system.

Answer 5

Delete the mailbox, parse all letters that come to non-existent mailboxes, redirect what comes to them at work to those who are currently doing it, and send personal messages to the addressee to a new / personal mailbox if possible.

Answer 6

In all the companies where I worked, all business correspondence was accepted by CC either on the boss's box or on a special mailing box, for example, a department or a project. That is, all contractors send letters: TO: surname_of_the_resigned_employee, CC: mail_box_of_department, then there is no problem with lost letters. By the way, this scheme works well even if the employee just goes on vacation.
well, the option with _temporary_ redirection of correspondence should not be neglected either.
Note: it was not very easy to teach some counterparties to press the Reply all button instead of Reply, but after two or three reminders everything is OK.