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    How long to keep people's AD/Exchange accounts

    Scheduled Pinned Locked Moved IT Discussion
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    • JaredBuschJ
      JaredBusch
      last edited by

      Well if the mail is still active, then they are still taking up a license.
      That is going to get expensive.

      1 Reply Last reply Reply Quote 1
      • KellyK
        Kelly @momurda
        last edited by

        @momurda said in How long to keep people's AD/Exchange accounts:

        @kelly I should clarify my OP, the users are disabled but mail accounts are still active.

        Ah, good clarification. My approach with email was to export user's email to a pst, remove the account and add their address as an alias to their replacement or their boss. Eventually the boss would ask for it to be removed entirely.

        However, I don't think there is any law that you're violating with email. It is expensive, but not terrible. As GDPR goes in to effect next month that might change if you have data containing PII from EU citizens.

        1 Reply Last reply Reply Quote 1
        • DustinB3403D
          DustinB3403
          last edited by DustinB3403

          Are you on O365 or is this on-premise?

          If O365 I would put the accounts into Litigation hold, this is less costly than a full license and means nothing can be deleted.

          Write up a policy on how long the business wants to retain these accounts and email and then delete them after the expiration date.

          If On-Premise I would still write up a retention policy, and then delete them after the expiration date.

          1 Reply Last reply Reply Quote 2
          • WLS-ITGuyW
            WLS-ITGuy
            last edited by

            I know it is different for businesses than schools but we (school) keep them active for two weeks if they drop. Then export to PST and give them instructions on how to migrate that data into GMail and disable the email/user. Our email retention policy is 30 days. I delete them in ECP and it holds onto the email/user for 30 days and then purges.

            1 Reply Last reply Reply Quote 0
            • bbigfordB
              bbigford
              last edited by bbigford

              I have a pretty standard process:

              • Employee is terminated.
              • AD account disabled.
              • AD account moved to 'Disabled Users' OU.
              • AD password changed.
              • Membership for all groups removed.
              • Mailbox converted to shared mailbox for any mailbox needing to be actively monitored (frees up a license).
              • Email forwarding setup if needed in the interim.
              • Mailbox archived to PST and stored on a file server when it is no longer actively monitored.
              • Mailbox disabled (automatically purged after 30 days).
              • AD account removed after 30 days.
              1 Reply Last reply Reply Quote 5
              • momurdaM
                momurda
                last edited by

                Yes i have a process i want to follow too but cant.
                3 years after people have not worked here, they still have an email and i think it is stupid AF.

                bbigfordB KellyK DashrenderD 3 Replies Last reply Reply Quote 1
                • bbigfordB
                  bbigford @momurda
                  last edited by bbigford

                  @momurda said in How long to keep people's AD/Exchange accounts:

                  Yes i have a process i want to follow too but cant.
                  3 years after people have not worked here, they still have an email and i think it is stupid AF.

                  Indeed, it is stupid af. Easier to ask for forgiveness than to ask for permission.

                  1 Reply Last reply Reply Quote 0
                  • KellyK
                    Kelly @momurda
                    last edited by

                    @momurda said in How long to keep people's AD/Exchange accounts:

                    Yes i have a process i want to follow too but cant.
                    3 years after people have not worked here, they still have an email and i think it is stupid AF.

                    1. Sign up all the defunct addresses for catfacts, and then forward the account to their former boss
                    2. Protest innocence
                    3. ?????
                    4. Profit
                    DustinB3403D 1 Reply Last reply Reply Quote 4
                    • DustinB3403D
                      DustinB3403 @Kelly
                      last edited by

                      @kelly said in How long to keep people's AD/Exchange accounts:

                      @momurda said in How long to keep people's AD/Exchange accounts:

                      Yes i have a process i want to follow too but cant.
                      3 years after people have not worked here, they still have an email and i think it is stupid AF.

                      1. Sign up all the defunct addresses for catfacts, and then forward the account to their former boss
                      2. Protest innocence
                      3. ?????
                      4. Save the Profits

                      FTFY

                      1 Reply Last reply Reply Quote 1
                      • momurdaM
                        momurda
                        last edited by

                        Just had to lookup what catfacts is.

                        KellyK 1 Reply Last reply Reply Quote 1
                        • KellyK
                          Kelly @momurda
                          last edited by

                          @momurda said in How long to keep people's AD/Exchange accounts:

                          Just had to lookup what catfacts is.

                          https://sendcatfacts.com/

                          WLS-ITGuyW scottalanmillerS 2 Replies Last reply Reply Quote 3
                          • WLS-ITGuyW
                            WLS-ITGuy @Kelly
                            last edited by

                            @kelly said in How long to keep people's AD/Exchange accounts:

                            @momurda said in How long to keep people's AD/Exchange accounts:

                            Just had to lookup what catfacts is.

                            https://sendcatfacts.com/

                            This could be the best thing ever!

                            1 Reply Last reply Reply Quote 0
                            • dbeatoD
                              dbeato
                              last edited by

                              As soon as the person leaves we backup account to PST and then archive it. THat's all then remove the AD account. No services should be tied to the account.

                              1 Reply Last reply Reply Quote 1
                              • scottalanmillerS
                                scottalanmiller @Kelly
                                last edited by

                                @kelly said in How long to keep people's AD/Exchange accounts:

                                @momurda said in How long to keep people's AD/Exchange accounts:

                                Just had to lookup what catfacts is.

                                https://sendcatfacts.com/

                                Someone needs to make sendcatfax.com too!

                                bbigfordB 1 Reply Last reply Reply Quote 3
                                • bbigfordB
                                  bbigford @scottalanmiller
                                  last edited by

                                  @scottalanmiller said in How long to keep people's AD/Exchange accounts:

                                  @kelly said in How long to keep people's AD/Exchange accounts:

                                  @momurda said in How long to keep people's AD/Exchange accounts:

                                  Just had to lookup what catfacts is.

                                  https://sendcatfacts.com/

                                  Someone needs to make sendcatfax.com too!

                                  Random, literally still faxing, cat pics to random numbers on a dialer.

                                  scottalanmillerS 1 Reply Last reply Reply Quote 0
                                  • scottalanmillerS
                                    scottalanmiller @bbigford
                                    last edited by

                                    @bbigford said in How long to keep people's AD/Exchange accounts:

                                    @scottalanmiller said in How long to keep people's AD/Exchange accounts:

                                    @kelly said in How long to keep people's AD/Exchange accounts:

                                    @momurda said in How long to keep people's AD/Exchange accounts:

                                    Just had to lookup what catfacts is.

                                    https://sendcatfacts.com/

                                    Someone needs to make sendcatfax.com too!

                                    Random, literally still faxing, cat pics to random numbers on a dialer.

                                    Yup, would be awesome.

                                    1 Reply Last reply Reply Quote 0
                                    • ObsolesceO
                                      Obsolesce
                                      last edited by

                                      Depending on who or which department, I archive their entire O365 account (email, calendar, etc) into a PST file.

                                      I've been doing this via:

                                      Exchange Admin > compliance management > in-place eDiscovery & hold > Click the + button > follow the wizard.

                                      Use IE or Edge.

                                      You are able to download the entire account to a .PST archive it locally, to tape, or do what you want with it.

                                      dbeatoD 1 Reply Last reply Reply Quote 0
                                      • dbeatoD
                                        dbeato @Obsolesce
                                        last edited by

                                        @tim_g said in How long to keep people's AD/Exchange accounts:

                                        Depending on who or which department, I archive their entire O365 account (email, calendar, etc) into a PST file.

                                        I've been doing this via:

                                        Exchange Admin > compliance management > in-place eDiscovery & hold > Click the + button > follow the wizard.

                                        Use IE or Edge.

                                        You are able to download the entire account to a .PST archive it locally, to tape, or do what you want with it.

                                        Or you can convert them to a shared mailbox (Free) 🙂

                                        JaredBuschJ 1 Reply Last reply Reply Quote 1
                                        • JaredBuschJ
                                          JaredBusch @dbeato
                                          last edited by

                                          @dbeato said in How long to keep people's AD/Exchange accounts:

                                          @tim_g said in How long to keep people's AD/Exchange accounts:

                                          Depending on who or which department, I archive their entire O365 account (email, calendar, etc) into a PST file.

                                          I've been doing this via:

                                          Exchange Admin > compliance management > in-place eDiscovery & hold > Click the + button > follow the wizard.

                                          Use IE or Edge.

                                          You are able to download the entire account to a .PST archive it locally, to tape, or do what you want with it.

                                          Or you can convert them to a shared mailbox (Free) 🙂

                                          Waste of time and space and emails never stop coming in.

                                          dbeatoD 1 Reply Last reply Reply Quote 0
                                          • dbeatoD
                                            dbeato @JaredBusch
                                            last edited by

                                            @jaredbusch said in How long to keep people's AD/Exchange accounts:

                                            @dbeato said in How long to keep people's AD/Exchange accounts:

                                            @tim_g said in How long to keep people's AD/Exchange accounts:

                                            Depending on who or which department, I archive their entire O365 account (email, calendar, etc) into a PST file.

                                            I've been doing this via:

                                            Exchange Admin > compliance management > in-place eDiscovery & hold > Click the + button > follow the wizard.

                                            Use IE or Edge.

                                            You are able to download the entire account to a .PST archive it locally, to tape, or do what you want with it.

                                            Or you can convert them to a shared mailbox (Free) 🙂

                                            Waste of time and space and emails never stop coming in.

                                            I mean in Office 365 not on in-house Exchange, it is a flip of a button. Unless I am missing something else (This is not practical to other Exchange deployments, only to Office 365).

                                            1 Reply Last reply Reply Quote 0
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