Re: do your former employees get to keep their email address?

["John C. Roberts" <sysjcr () NMSU EDU>]

+1

The main reason for the one year for employees is many of them are 
taking advantage of free classes and thus using the email account as a 
student as well.

As Tim said, we also encourage the use of departmental aliases to 
mitigate the need to route email from a departed employee email account.

John
On 8/21/2013 10:45 AM, Tim Faircloth wrote:
> Here's the wording from our E-mail Policy (full policy at 
> http://gsw.edu/Resources/FacultyandStaff/IIT/AbuseandPolicyDocuments/EmailPolicy):
>
> /An individual member of Georgia Southwestern State University 
> community, faculty, staff, student, or an organization may be issued 
> an email account. This email account will remain valid so long as the 
> individual is currently employed or enrolled at Georgia Southwestern 
> State University. Retired employees may request to have their email 
> accounts remain active after they leave GSW.  Other employees that 
> leave GSW may request to keep their accounts active for up to one 
> year.  Student email accounts are suspended one year after the start 
> date of the last semester the student attended GSW classes./
>
> Basically:
>
> -Retired employees may request to keep their accounts indefinitely.
>
> -Other employees that leave may request to keep their accounts for a year.
>
> -Student accounts are disabled one year after they leave (no 
> exceptions), and deleted after another year.
>
> -There is no provision in the E-mail Policy for forwards, but our 
> standard practice is to only allow forwards on active accounts.
>
> /tim
>
> --
>
> Tim Faircloth
>
> System Administrator, GSW IIT
>
> Phone: 229-931-5076
>
> *From:*The EDUCAUSE Security Constituent Group Listserv 
> [mailto:SECURITY () LISTSERV EDUCAUSE EDU] *On Behalf Of *Bob Bayn
> *Sent:* Wednesday, August 21, 2013 10:36 AM
> *To:* SECURITY () LISTSERV EDUCAUSE EDU
> *Subject:* [SECURITY] do your former employees get to keep their email 
> address?
>
> This is only somewhat security related.   USU has just decided, by 
> policy, to terminate an employee's email account and their email 
> address at the end of employment.  There are two motivations for this 
> new policy:
> 1) University email address is being used as the access token for 
> personal use of software that has been licensed by USU to include that 
> use.  We cannot extend that access to former employees under terms of 
> the licensing agreement.
> 2) HR wants to be able to access and retain the business related 
> communications that are directed to a former employee's address.
>
> One category of protest to this decision is from people who want to 
> maintain the professional connections they have made using their USU 
> address.  That can't always be accomplished by sending out a 
> change-of-address message to everyone in your addressbook.  Up to this 
> point we HAVE been maintaining forwards from a former employee's old 
> USU address to their current address elsewhere.
>
> Has anyone else dealt with this transition in the extent of your email 
> service?
>
> Bob Bayn    SER 301    (435)797-2396       IT Security Team
> Office of Information Technology,     Utah State University
>      three common hazardous email scams to watch out for:
> /1) unfamiliar transaction report from familiar business
>      2) attachment with no explanation in message body
>      3) "phishing" for your email password/

--
John Roberts
Director of Computer Systems, CISO
NMSU Information & Communication Technologies
sysjcr () nmsu edu
575-646-7992