Re: Retiree Account Privileges

[Walter Moore <moorewr () ECKERD EDU>]

·         Do you allow retired faculty and/or staff to keep their e-mail
accounts?

Yes, on request.


If you do provide retirees with e-mail accounts…

·         How do you determine a retiree from a person who just resigns?

 We rely on HR rules for this, and their authorization to give retiree
access.

·         Do you put them on a separate domain such as alumni or retired?

 No, but we change group memberships.


·         Do you provide a full mailbox service or just an e-mail forward?

 Full mailbox, and various other forms of account access.

·         Do you purge their existing mailbox contents and have them start
fresh to protect institutional data?

 No, we do not alter their account. If their former supervisor wants access
to these files, we may make an exception and give them a new account, or we
make make copies.

·         How long do they get to keep their account or forward?  A time
period and then a renewal?  Based on activity?
Until they are deceased or asked the account to be terminated.


On Tue, Jun 14, 2016 at 11:52 AM, Gregg, Christopher S. <
csgregg () stthomas edu> wrote:

> I apologize if this was discussed recently.  I scanned the archives and
> didn’t see anything since 2010.
>
>
>
> We are revisiting our stance on providing e-mail accounts and/or addresses
> to retirees when they leave the university.  We already have a process in
> place for faculty who are designated as official faculty emeriti but that
> is a specific official role, so this would be for others who don’t fit into
> that category.
>
>
>
> I am curious how are your institutions handle this.
>
>
>
> ·         Do you allow retired faculty and/or staff to keep their e-mail
> accounts?
>
>
>
> If you do provide retirees with e-mail accounts…
>
>
>
> ·         How do you determine a retiree from a person who just resigns?
>
>
>
> ·         Do you put them on a separate domain such as alumni or retired?
>
>
>
> ·         Do you provide a full mailbox service or just an e-mail forward?
>
>
>
> ·         Do you purge their existing mailbox contents and have them
> start fresh to protect institutional data?
>
>
>
> ·         How long do they get to keep their account or forward?  A time
> period and then a renewal?  Based on activity?
>
>
>
> We’re a recently migrated Office365 shop.  Our tentative plan to is to
> offer a new empty mailbox connected to the previous SMTP address in our
> main domain to those who meet the agreed upon age/tenure requirements that
> our Provost, HR, and Advancement folks determine.   We would then like to
> include some form of activity check and terminate accounts that go unused
> for a period of time.  This plan should  provide a fair amount of risk
> mitigation.
>
>
>
> The main risks remaining would be that some sensitive data still might be
> mailed to the person’s address based on habit or old script, or that a
> retiree would get involved in some incident with their new account that
> requires significant effort by our security and/or legal team (litigation
> hold, abuse complaint, compromised account, etc).
>
>
>
> I’d prefer that if we offer anything it would be an e-mail forward, but
> there seems to be a consensus among our leadership that we should offer a
> full account to retirees.  I am trying to find a way to provide the service
> in way that limits our risk and meets our business requirement.
>
>
>
> Thanks,
>
>
>
> Chris
>
>
>
>
>
>
>
> *Chris Gregg*
> Associate Vice President of Information Security & Risk Management
> Information Technology Services (ITS)
> csgregg () stthomas edu
> p 1 (651) 962-6265
> *University of St. Thomas* | stthomas.edu <https://www.stthomas.edu/>
>
>
> [image: University of St. Thomas : All for the Common Good]
> <http://www.stthomas.edu/e>



-- 
+-----------------------------------------------------------------+
Walter R. Moore --  Sr. Systems Administrator, Eckerd College
moorewr () eckerd edu --  http://home.eckerd.edu/~moorewr

"It was glorious to see -- if your heart were iron,
And you could keep from grieving at all the pain" - The Iliad (13.355)

I'm on twitter: http://twitter.com/moorewreckerd

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