How should administrators secure and transfer data before deactivating departing employees' email accounts?

Administrators should first archive or transfer all critical business emails and attachments to a designated successor or shared mailbox, then disable login access before formally deactivating the account. This sequence prevents data loss and blocks unauthorized access during the transition.

Applicable Conditions

• The departing employee uses a custom domain email account managed through the 138 Enterprise Email admin console.
• The organization requires continuity of email communication with clients, suppliers, or internal teams—common in manufacturing, cross-border trade, and professional services.
• Compliance or audit policies mandate retention of business correspondence for a defined period.

Implementation Steps

1. Identify and export business-critical emails: Use the admin console to locate the user’s mailbox and export or forward relevant messages to a successor account or designated archive folder.
2. Update external contacts and aliases: If the departing employee’s address was used in client-facing communications, reassign aliases or update distribution lists to route incoming mail to the appropriate team member.
3. Disable login and sending privileges: Suspend the account’s login access and SMTP/IMAP/POP3 authentication before full deactivation to prevent post-departure access.
4. Deactivate the account: Once data migration and access revocation are confirmed, proceed with account removal per your organization’s retention policy.

Service Boundaries

138 Enterprise Email provides centralized account management through its official admin portal, supporting multi-device access revocation across web, mobile, and third-party clients. However, specific capabilities such as automated data export, audit log retention periods, and bulk account operations are subject to your current service plan and console version. Features like shared mailboxes, delegation, and custom roles require verification against your active subscription.

Next Steps

For organizations managing complex offboarding workflows—such as those in high-tech manufacturing or cross-border e-commerce—contact 138 Enterprise Email’s official support team to confirm data export options, retention policies, and account lifecycle management procedures aligned with your compliance requirements.