This document outlines all necessary steps when email accounts or email servers need to be removed from any of the hosted mail servers. Support and management teams should work in close cooperation to make sure the data is successfully decommissioned from the production mail servers.
The management team should ask the IT support teams (Yuma Solutions & Wayuu Technologies) to disable either the mailbox (in case of an employee belonging to one of the existing mail servers) or the complete mail servers with all the email accounts associated to it. If the management considers it is necessary, a backup of the mailbox or mailboxes (if it is a server) should be requested. Responsible party: Management team.
Mailbox(es) should be disabled. Mailbox(es) owners should be contacted and assistance should be provided to remove data from portable devices or computers. If backups were taken they should be sent to the users. Responsible party: Yuma Solutions.
If a whole hosted mail server is being phased out, the party in charge of DNS records (Yuma, Wayuu or end user) should be notified to remove all references to the hosted mail servers. If deem necessary Yuma Solutions could offer support to the end user to re-point DNS records to a different mail platform (Office365, Google Suite etc). Responsible party: Yuma Solutions, Wayuu Technologies, End user
If DNS records are managed by either Yuma Solutions or Wayuu Technologies, the management of such records should be handed over back to the mail server owner, unless a different commercial relationship between the mail server owner and either Yuma or Wayuu is already in place. Responsible party: Yuma Solutions, Wayuu Technologies.
If a whole hosted mail server is being phased out, email relay for the server in question should be disabled in all firewalls present along the mail path between the Internet and the MTA. Responsible party: Yuma Solutions & Wayuu Technologies.