Make sure your business has a policy that describes what happens with an employee’s email account when they leave the company.

I recommend:

• Create an email forwarder that will forward emails sent to the ex employee to someone else in the business (and make sure that person knows to expect these emails)
• Delete the email account so the ex employee cannot login to it
• Archive the emails within that account and save the file somewhere accessible. If you later upgrade your email software, make sure you have a way of accessing the archived email, as formats can change.
• Check any marketing literature, websites and internal documents and update references to that employee’s email address, if used
• Maintain a spreadsheet of historical email addresses and use this as a checklist to ensure your procedure is being followed