Employee left the company? What should you do with their MailStore email archive?

A question I’m frequently asked by users is “What happens to a user’s mailbox in the event they leave the company?”.

My first response is usually to qualify what’s going to happen with their email address once they’ve left. Will the address leave with them and will all further messages sent to that address will be bounced? Or will there be another member of staff taking over their role who’ll need visibility of those existing messages?

This is a decision for the business and companies will differ from each other in how they’ll want to approach the managing of mailboxes and of staff turnover.

Typically I find that companies will remove the Active Directory account as soon as the person has left, and they’ll probably also choose to remove the email account from the mail server. Most organisations will tend to keep the email archive for this user intact for some time.

Lets assume the following…

Fred Bloggs has left the company, his email address and account has been removed from both the Active Directory and his Exchange server, as too has his mailbox. Fred’s old boss, Joe Smith, needs to get access to his old email archive but new emails to Fred’s old email address will no longer be accepted by Exchange as the account no longer exists.

What changes should be made in MailStore?

Usually in an Exchange Server environment, the MailStore users would be synchronised using Active Directory.

It’s worth noting that with directory services synchronisation, user accounts are added automatically to MailStore but if the account is removed from the Active Directory, the archive isn’t then removed – it will definitely remain there untouched.

This is by design and the expectation is that the administrator should remove the user account manually from within MailStore once it has been removed from Active Directory.

Again, just because you’ve removed a user account in MailStore, it doesn’t mean that the archive itself will be removed. That won’t go anywhere unless you manually delete it as an administrator.

Once the account is removed you can now assign access rights to that historic archive to any other MailStore user so they’re able to read the existing archive for Fred. In our example we want the user Joe Smith to have access to Fred’s old archive.

To achieve this edit the user ‘John Smith’ under Administrative tools > Users and Privileges > Users > John Smith:

Now at the bottom under the ‘Folder section click on the ‘Add new’ button and select Fred’s old archive and choose read access on his archive:

You should now see that John has now got read access to Fred’s old archive and from now on John will be able to see all of Fred’s old email when he logs into MailStore or performs any searches.

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3 thoughts on “Employee left the company? What should you do with their MailStore email archive?

  1. Pingback: Best Practice: Wie verfährt man mit dem Archiv eines MailStore-Benutzers, wenn der Mitarbeiter das Unternehmen verlässt? | Der MailStore Blog

  2. Pingback: Best Practice: How do you manage a user’s MailStore archive once they have left the company? | The MailStore Blog

  3. Pingback: Using MailStore to prune users ‘Deleted Items’ mail folder differently | Zen Software Blog |

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