Information Technology

Email Account Deactivation and Removal

Purpose

This policy is designed to formalize the deactivation and removal of e-mail accounts at UMass Boston.

Policy Statement

In order to reduce unneeded overhead, IT periodically removes e-mail accounts from its systems. IT encourage customers (e.g., faculty, staff, students) to request the removal of accounts which they no longer need. Occasionally accounts will be removed for a cause (e.g., in response to violations of the UMass Boston Acceptable Use Policy). Accounts removed by request of the customer who holds the account, or for any other cause, are normally taken off the system within a day. In addition, IT will remove accounts when:

  • They have not been used (logged onto) for more than six months;
  • The customer responsible for the account has left the University; or
  • The University has determined that such an account is to be removed.

In these cases, the account removal process proceeds in three stages.

  • On a periodic basis, Human Resources (HR), Enrollment Management (EM) and IT identify the appropriate accounts to be removed. IT sends e-mail messages warning of the impending removal to the account of the customer who, according to University records, is responsible for the account, one month prior to the anticipated removal date.
  • One week prior to the anticipated removal date, if the account is still unused, or if the responsible customer still appears to have left the University and has not made a formal request to HR or EM to keep the account, IT scrambles the password for that account to prevent any further logons and flags the account for removal in the final step of the process. However, IT still leaves the account and all of its files intact.
  • On the anticipated removal date, and after the normally scheduled backup procedures have made copies of all the files on the system, IT removes the flagged accounts from its systems.

At each stage of the process, customers are welcome to communicate with staff at the Help Desk to resolve misunderstandings or to correct errors.

There are also occasions when, based on the affiliation a customer has with the University (e.g., seasonal employee, retiree), accounts will remain active despite extended durations of inactivity (e.g., more than six months). Formal requests for such exceptions are made to HR for employees (and the like) or EM for students (and the like), which in turn will work with IT on maintaining such accounts.