Procedures For Deletion of User Accounts
(Netware/GroupWise)

1. Purpose This document describes the process and procedures for deleting user accounts on the Client Services network.

2. Definitions

a. Account Deletion The process of permanently removing access to, and all data stored in, a particular user's account space. This will include all information stored in the user's home directory space (H: drive), all information stored in the user's GroupWise account and all information stored in the use's GroupWise archive (W: Drive). It is important to understand that the process of sharing one's folders in GroupWise does not protect the folder or the information stored in it from deletion when the user's GroupWise account is deleted. Deleting a user's account also precludes the user from accessing any network resources such as printers or shared folders (K: drive).

b. Account Disabling The process of removing access to the user's account and all data stored in the account space. Disabling an account prevents the user from logging on to the network and accessing their GroupWise account to include their GroupWise archive, home directory space (H: Drive) or network resources such as printers or shared folders (K: drive). Disabling an account has no effect on data stored in the user account.

3. Process Deleting a user's account is a four-step process designed to protect the account from inadvertent deletion.

a. Notification The account deletion process begins with notifying Client Services of the need to delete a user account. This notification may occur in one of four different ways.

1) Departmental Request The departmental LAN Tech sends a request for account deletion to CS via the on-line form on the CS website. Emergency requests may be submitted telephonically to the CS Helpdesk at 515-3110. Telephonic requests must be followed up with an e-mail confirmation within 24 hours of the initial request.

2) PeopleSoft Termination Report CS receives a monthly report from PeopleSoft listing all terminations, transfers, promotions and retirements occurring at NC State. CS scans this report and notes those persons who have been terminated or who retired. If CS has not received a termination request from the department then a query is sent to the departmental LAN Tech asking if the user's account should be deleted.

3) CS Non-Usage Report Each month the CS Systems Group generates a report that lists accounts for which no activity has been recorded for the previous six months. CS will query the departmental LAN Tech for each account on the report asking if the account should be deleted.

4) Official Request Certain entities on campus may request that an account be disabled for a variety of reasons. Certain violations of the University's computer use policy are grounds for requesting the disabling of a user account. In some instances Public Safety or the Office of Legal Affairs may request that an account be disabled to preserve evidence in legal proceedings. In these instances CS will disable but not delete the user account. Access to information in the user account will be provided in accordance with established university policy.

b. Account Disabled Once a request to delete a user account has been received by CS and confirmed by the departmental LAN Tech, the following procedure is initiated:

1) CS disables the user account for a period of 30 calendar days. The departmental LAN Tech is notified that the account has been disabled.

2) Twenty days after the account has been disabled CS notifies the departmental LAN Tech that the account will be deleted in ten days.

c. Confirmation by LAN Tech Upon receipt of notification that the account has been disabled, the departmental LAN Tech confirms via e-mail to CS that it is OK to delete the account.

d. Account Deletion

1) CS sends the departmental LAN Tech a final notification of pending deletion one workday prior to expiration of the thirty-day waiting period.

2) Account is deleted on the first workday after the expiration of the thirty-day waiting period.

4. Restoration The departmental LAN Tech may have a disabled account restored by submitting a request to Help_NCS@remedy.ncsu.edu . Once accounts are deleted they will only be restored as part of a Disaster Recovery process.

5. Retention In accordance with University Regulation 08.00.9, University E-Mail Retention , electronic mail accounts are not retained on the GroupWise Email servers for archival purposes. If an electronic mail account contains messages that must be preserved under the requirements of the retention regulation then it is the responsibility of the legal custodian of that account to ensure that those messages are preserved prior to requesting that the account be deleted.