Hi,
I wonder how you handle users who is not actice anymore. Users who has left the company. In time those users must be removed from names.nsf and their mailfile as well.
For how long do you keep them in your system?
We keep them for about 12 month in case there are emails sent to them. And mean time other users will have to keep an eye on their mailbox and take care of any incoming mail that is important.
Is there a better way to handle this? How do u handle this in your organisations?
Email that allready arrived to users mailbox and is important to save for the future, where do u put those mail? Export them or send them to another user? or how do u take care of it?
/ RT
Subject: How to handle non active users?
Richard –
I work for a very large multinational. For security reasons, our users are removed from the Name and Address Book as soon as they are terminated, unless special arrangements (retirement, special transition) are made in advance. This is to make sure the terminated employee cannot access other resources – Intranet, reports and so on.
We allow an “Out of Office” agent to be set up on a user’s mailfile, and that file to remain in the Address Book, for a maximum of 30 days, and there must be prior justification for that. In that case, the user is added to a Deny Access group, or more simply, we pull them out of the ACL and change any access passwords.
The mailfile itself is kept for a minimum of 120 days. At any time after that point, it may be removed from the server unless prior arrangements have been made to keep it for business or legal purposes.
Under no circumstances would we allow the illusion that the user still works for us for any length of time, and certainly not a whole year. Usually 30-45 days is going to be more than sufficient to notify anyone who has a business reason to contact them. Any mail after that can be bounced back to the sender; if they need to find us, we have lots of offices. If they need to find the former employee themselves, that’s their problem.
But as the other responder noted, the final authority on your email retention policy has got to be your legal department. They’re the ones who have to evaluate your risks and requirements. You get to tell them how much space you can afford to take up on the servers; otherwise, it’s pretty much their call.
Subject: How to handle non active users?
Richard
There are allot of questions that noone else is going to be able to answer for you. Unless they work for your company and are part of the Corporate policy creation process.
Here are things that could be done to assist you.
Add the mail address to someone else and remove the person document. This would allow all mail coming in for that user to be sent to someone else.
Forward all emails to someone else (person document) this is fine but once the person is removed from Domino the Forwarder goes too.
Setup Out of Office to let those sending to that address that they have left the company. This may not be acceptable for allot of companies. Check with Legal or get sign off first.
No matter what add the name to the deny access group. This will still allow mail to go through but will remove all those ID’s out there (they are always every where) gaining access to your Domino information.
Document retention - now this noone other than your companies legal department can answer. If you get this wrong and the company was meant to keep them and the mail file was the only retention method available then you cold bring down legal proceedings. Check first - delete if you can - Move out of Domino to a File share or Other storage media (NAS / SAN). These could be accessed when needed but are then clear from domino data directory so do not effect performance or use up disk space.
I hope all this makes sense.
Subject: RE: How to handle non active users?
Richard,
Our Address Book is maintained by a daily feed from our mainframe HR system. When an employee is terminated, we receive a feed the next day that deletes the employees person doc and if they had a mail file, it places an entry to AdminP to delete the mailfile. We usually approve these requests weekly.
We are also linked to Active Directory and we either delete or move that person to a TERMS group.
It is not good (in our opinion) to leave terminated employees around in your address book. They should be deleted or inactivated immediately.
Subject: RE: How to handle non active users?
Douglas
I realy like that approach… delete them all and let HR sort them out.
Richard
This would be using something like Tivoli Directory intergrator or something like that. This is not cheap but please look at this as an option if money is no object.