Re: Email address/account practices for college employees that change positions

[Frank Barton <bartonf () HUSSON EDU>]

Katie, one thing that we have started doing (We are a GAFE school, FYI) is
setting up generic email addresses, either as forwards, or as delegated
accounts, so that messages can be sent to the generic account (i.e.
AccountsPayable@) instead of to the individual.

With forwarded accounts - this only works well for individuals - your first
concern still applies
With delegated accounts - it gives folks a second (or third, fourth... )
mailbox to check, but (a) multiple people can check it if there is a team
responsible for certain roles, and (b) removing access is a few quick
clicks/keystrokes.

In the past, we have administratively set auto-response messages for people
that transfer around/out of the institution indicating that there has been
a change.

Let me know if you have any questions

Frank

On Mon, Nov 2, 2015 at 1:17 PM, Katie Newth <katie.newth () aims edu> wrote:

> Hello everyone.
>
> We are in the process of working through procedures on handling different
> scenarios of employee transfers within the institution.
>
> Some concerns we have heard include:
>
>    1. Employee keeping or losing access to sensitive docs within their
>    current email account if they move to position across campus with no need
>    to access those documents (we are okay with cleaning out their email
>    accounts and moving old emails to another location)
>    2. Future incoming emails from individuals that may not know the
>    person moved positions - concerns around: the fact that they should no
>    longer have access to contents of email (such as reports or other
>    information not pertinent to new position), the email may not get forwarded
>    to old department for replacement person to handle (once a year reports,
>    etc.)
>
>
> What do you all practice in terms of email address for a staff position
> that is moving from one department to another, especially those moving from
> a sensitive position to a less sensitive position (i.e. HR)?  Do you allow
> them to keep the same email address (ours is currently
> firstname.lastname@emaildomain) or do you change it?    How about those
> individuals that may be a staff member and a PT faculty member?  If they
> are no longer in a staff role, do you make them change email addresses as
> well when they no longer should have access to that information going
> forward?  If you do change it, do you feel it causes a drop in employee
> morale when they no longer fit the normal naming scheme?
>
> Also, if you have both short term and long term solutions, we would love
> to hear those as well, especially short term solutions.  We have some ideas
> around long term which include adding additional domains to separate some
> of this, but at this time we are under one domain and it would be a large
> project that would require buy-in.
>
> Thanks for your feedback!
>
> *Katie Newth*
> *Information Security Analyst*
> Aims Community College
> 5401 W. 20th Street
> Greeley, CO 80634
> 970.339.6395 (Office)
> katie.newth () aims edu <http://katie.newth@aims.edukatie.newth () aims edu>
>
>
>
> *IT staff will never ask you for your username and password. Always decline to provide the information and report 
> such attempts to the help desk (x6380).*


-- 
Frank Barton
ACMT
IT Systems Administrator
Husson University