Best Practices when Employee leaves

[bfletch]

Can someone share what their practices are when a user leaves the company? Before I delete their accout, I export their mailbox to a pst using Outlook. Is there a way to do that in Exchange '03?

Thanks.

 

[skialta]

This is what I recomend:
1. Change the password on the account
2. Exmerge the mailbox
3. Remove membership to all groups and DL's
4. Chane SMTP address to something different so that the account will stop receiving mail
5. Disable the account for 30-90 days depending on policy

Just my $.02

 

[markdmac]

I think it usually depends on the organization etc.

I usually do the following.

1. Use Exmerge to Export the mailbox. I store all PST files in a folder called "ExEmployees"
2. Depending on need assign rights to the above PST so a manager or other employee may access it for reference.
3. Set a .local email account as the default, remove all other SMTP addresses and assign to a person that is designated as the person to receive mail intended for terminated employee for cases where the position was customer facing with customers sending email directly to the user.
4. Disable or delete the account. Considering you can take ownership of any file and have the email in a PST, there is little reason to not delete the account.

I hope you find this post helpful.

Regards,

Mark

Check out my scripting solutions at

http://www.thespidersparlor.com/vbscript

 

[xmsre]

3. Or assign the ex-users smtp address to a mailenabled public folder with permissions set to allow access to the person(s) designated to receive the customer facing ex-user's mail. Set appropriate age limits on the folder so that it will clean up after itself.

 

[58sniper]

I don't like assigning the user's SMTP to another user because it can then get confusing as to which account an email was sent to.

1. Change the password
2. Exmerge the mailbox
3. Grant the manager (or his/her designee) access to the mailbox and add it to their account. Have them manage it for x days (according to policy)
4. Remove the user from all DLs
5. Once the x days passes, kill it all.

Pat Richard, MCSE(2) MCSA:Messaging, CNA(2)
Want to know how email works? Read for yourself -

http://www.ietf.org/rfc/rfc2821.txt

 

[markdmac]

I don't like assigning the user's SMTP to another user because it can then get confusing as to which account an email was sent to.

Totally depends on circumstances I think. For example if Sally leaves the company and Mary takes her place and the mail is sent to Sally, I would want Mary to get the email. When she replies to it her default address (Mary@company.com) would be the account used for the return message thus providing the customer with updated contact info and minimizing any extra process for Mary.

Naturally this depends on the size of the organization. For most small/medium businesses I think this would be a common solution. For larger businesses that have less of a personal relationship with the outside world I would agree this is probably not what you would do.

I hope you find this post helpful.

Regards,

Mark

Check out my scripting solutions at

http://www.thespidersparlor.com/vbscript

 

[undrcovr]

Exmerge?

 

[markdmac]

ExMerge

http://www.microsoft.com/downloads/...ec-dcdf-47dc-96da-1c12d67327d5&displaylang=en

I hope you find this post helpful.

Regards,

Mark

Check out my scripting solutions at

http://www.thespidersparlor.com/vbscript

 

[58sniper]

How to configure an account to use the ExMerge utility in Exchange 2000 Server and in Exchange Server 2003

http://support.microsoft.com/kb/292509

Pat Richard, MCSE(2) MCSA:Messaging, CNA(2)
Want to know how email works? Read for yourself -

http://www.ietf.org/rfc/rfc2821.txt