Tuesday, April 3, 2012

Closed Accounts

Many times people will leave a company, and the request will come in to "delete their account". I usually recommend NOT.

It's important that due process is observed here. First, the account can be "Disabled" while the user is leaving the building, or being escorted out, or what have you, but it should be re-enabled, and the password changed. This will allow people to continue to email this user without getting bounce-backs, and will afford someone on your staff the opportunity to sift through the emails to make sure there isn't unfinished business. Also, be sure to log into that user's computer AS them, to make sure there are no files in the "My Documents" folder, or on the desktop that you need.

The user's mailbox should remain, but further mail should be forwarded to someone who is taking over the old user's work load, or a supervisor to make sure communication doesn't break down between your company and your clients, or vendors, or whomever.

Once you're certain all business that user was handling has been completely transferred to someone else, you should archive the user's email and files to DVD. Make three copies, one that stays accessible, one that goes into a firebox, and one that goes offsite.

Doing this will save you lots of time (and thus money) down the road. Restoring files from a backup should be a last resort. Wouldn't you rather have the files you need available, rather than trust in your backup in case you need them?

14 comments:

  1. Hello Grumpy IT Guy, I used to have a lot of fights with the IT peeps in the various organisations I worked with. But you sound like you are reasonable and know your stuff. Good tip on closing e-mail accounts.

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  2. Thanks! Fighting with the IT department is all to common, and all together avoidable, if they let you avoid it.

    Hmm... I think I just found my F post. And here I thought that post was going to just be four letters long...

    Thanks!

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  3. I'm so glad I stumbled upon your blog lol! I love reading rants :P
    Good luck with the rest of the letters!

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    1. Thanks Jnana! I love to rant! ...It's been a while since I had a good head of steam for one though. I'll work on that! :D

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  4. Very valid. I hate it when I email someone at a company regarding a valid business concern, and my email is bounced back to me with no explanation, forwarding information, or assistance.

    I found you from the AtoZ challenge nice to meet you.

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    1. Hi Margo,

      It's almost rude, right?? It's so easy to plan for, and accommodate, yet people overlook it, more often than not. It's like a show of disrespect to the folks who might be emailing.

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  5. That should be the way to handle closed accounts, but unfortunately some companies don't exactly follow the rules. Great A-Z post!
    Nutschell
    www.thewritingnut.com

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    1. You said it, Nuts. It's even more irritating when you recommend these things, and they don't go through with it even still.

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  6. great information, thanks!
    Glad to have found you through the A-Z Challenge.

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    1. Thanks Dot! This challenge is lots of fun. This blog is one of three that I'm running in the challenge... However, I'm in disguise here, so I can't really recommend my other two blogs. I only hope you make it to them at some point! :D

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  7. I'm wondering if our IT staff realizes this. Hmmmm??

    DL Hammons @ Cruising Altitude 2.0
    Co-Host of the Blogging from A to Z Challenge.

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    1. Hello DL, Sadly, depending on the ilk of your staff, there are those who will NOT recommend it, and thus have less work to do, and plan to hide behind "What, I followed orders".

      Far too common.

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  8. Interesting...and very true. Close it people...don't delete it.

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