​Email Accounts of Leavers

Before leaving Edinburgh Napier University, you should:

• Ensure that you have moved all email records out of any email account folders that you use to conduct University business and to which you have sole access  and into the established filing system (electronic or otherwise)
• Delete all personal and non-record emails from your account
• Set an “out of office” message giving an alternative contact

Managers should:

• Confirm an out of office message has been set on the last day
• Ensure that the leaver gives permission for their Outlook account to be accessed for University information and records.
• Arrange with Information Services (IS) for access to the account if records of University business/records/messages are still held on it

If you are changing roles within the University, especially if you are moving to a new department/team, you should also observe the guidance above relating to email records. Managers should ensure that any emails relating to their department/team are saved in the established filing system in a shared network area for colleagues to access as necessary.

                                                                                                            Page last reviewed 28 March 2019