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

["Shamblin, Quinn" <qrs () BU EDU>]

For us, faculty and students do, but staff who have never had a student or faculty affiliation do not.

Quinn R Shamblin
-------------------------------------------------------------------------------------
Executive Director of Information Security, Boston University CISM, CISSP, ITIL  (Previously GCFA, PMP)
Office: 617-358-6310    Mobile: 617-999-7523
Contact me securely: https://securecontact.me/qrs () bu edu


-----Original Message-----
From: The EDUCAUSE Security Constituent Group Listserv [mailto:SECURITY () LISTSERV EDUCAUSE EDU] On Behalf Of Tim Doty
Sent: Wednesday, August 21, 2013 11:22 AM
To: SECURITY () LISTSERV EDUCAUSE EDU
Subject: Re: [SECURITY] do your former employees get to keep their email address?

We have a different situation so a different solution applies. 
Specifically, our HR requires the employee retain the account for the ability to login post employment -- for example, 
to access historic W2s.

In our case the ex-employee does not retain the email account (excepting retirees), but then again the department 
doesn't get it either -- the mailbox is removed after a period of time.

What we encourage is:

   - a smooth transition. Try to hand off contacts to a replacement, etc. Obviously this doesn't often work well with 
unfriendly terminations.

   - avoid using employee's assigned email alias for business. This is especially true for employees with broad 
professional contacts, such as recruitment or soliciting donations. It is trivial to create and reassign email aliases 
which goes a long way toward resolving those issues.

Both of these require effort before termination occurs and of course we are not completely successful in encouraging 
following these principles, but it helps.

Tim Doty

On 08/21/2013 09:35 AM, Bob Bayn wrote:
> 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